COX is a design-focused contemporary architectural practice with studios located across Australia and Auckland, and a 60-year history of working on global projects.
We work within a collegiate framework allowing the best ideas emerge meritocratically – we are 'by the many, for the many.' Our Practice is some 500 talented architects, urban planners, interior designers, graphic designers, researchers, digital visualisation experts, admin and more.
We continuously seek the brightest minds to innovate around design, process, and typology.
We design with purpose, creating spaces that stand the test of time both in aesthetics and functionality.
Our philosophy is to Create to Last, ensuring our projects not only endure but thrive.
We champion the principle of Do More, with Less, leveraging innovative solutions that are not just sustainable, but regenerative.
Our strength lies in our ability to Embody Diversity, drawing on a multitude of perspectives to enrich our designs.
We Lead with Empathy, deeply engaging with the needs of our communities and clients, creating architecture that resonates and inspires.
Our team is built on a foundation of cultural connections that celebrate the diversity of our people, projects, and places.
We believe this is essential to creating meaningful and enduring designs.
We strive to foster a sense of community and belonging.
This job ad was created on Tardanya on Kaurna Country.
COX respectfully acknowledge the Traditional Custodians of Country throughout Australia and their connections to land, water and sky. About the role: The Executive Assistant (EA) shall work with the Director's, Associates, Studio Manager, and team members to provide support to the Studio.
The EA shall support the leadership team by offering administrative assistance and support for a variety of responsibilities.
Key responsibilities for Directors: Support Monitor and manage Director's emails daily and actioning as required through to resolutionPrepare weekly email summary and 'to do' list for each directorList emails that require immediate attention and bring to attention to directorAction 2nd tier emails on behalf of director, taking the initiative in consultation with the directorPro-actively follow up on action items with other stakeholdersPreparing communications on behalf of a director as requiredComplete Director's timesheets and manage their leave requirementsPreparation of expense claims for directorsEnsuring Directors desks are kept organised and cleanOrganise meetings and arrange conference/zoom/teams callsAnswers emails with an appropriate greeting, salutation, signature, or standard closingInitiate contact with clients by email, letter, or telephone to answer questions or provide information concerning projectsFollow up on client issues until they are resolvedConducting or preparing any research that the Director may requireSupporting Directors by offering beverages and meals as requiredSupporting directors occasionally with out of hours meetingsDiary Management Manage calendars, email, phone, and face-to-face meetingsEnsure directors are aware and are prepared for meetingsEnsure meeting rooms are ready before each meetingEnsure meetings are confirmed with participantsOther Prepare monthly Board of Management reports for the Adelaide StudioArrange travel plans for Director's and employees, including flights, car rentals, hotel accommodationPurchase airline tickets and other travel tickets when necessaryKey Responsibilities for Studio Administration: Receive and greet clientsReception – 2nd chair and relief for receptionPrepare fortnightly Management meeting agendas and record minutes of meetingsTaking notes and writing minutes during meetingsOrganising functions both for clients and the studioMeeting room preparation and set up, including catering and AV requirementsProvide support to Finance & Operations Manager in the management of the studio administrationAssist with organising meetings, attendees by email, phone, etcCreate and modify documents using Microsoft Office products including Word and ExcelPerform general clerical duties, to include but not limited to photocopying, scanning, and filingEvent co-ordination and cateringAssisting with Work, Health & Safety and Quality Assurance office requirementsOther duties as requiredManage and redirect all incoming calls and enquiriesCo-ordinate bookings for internal and external meetingsMeeting room prep, set-up including catering and AV requirementsCo-ordination of building maintenance requests through the building managerOrdering of kitchen, stationery and other supplies as requiredMaintain the archive recordsDistribute mail and co-ordinate couriersMaintain coffee machineExperience: At least 5 years' experience in a similar roleExperience partnering with management teamsExcellent interpersonal skillsAbility to build effective relationshipsStrong communication skills, both written and verbalStrong organisational and time management skillsStrong attention to detail and accuracyProactive, hands on approach with a willingness to learnAbility to resolve complex issuesAdaptable and forward thinkingIf you are a team player with an interest in architecture and design, then we would like to hear from you.
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