Mindshare | Executive Assistant / Office ManagerAt Mindshare we believe in Energy, Empathy and Impact! These core values are the foundation of our culture and extend to every aspect of our operation.We are a part of the GroupM family, which is the largest media investment management company in Australia. Our ambition is to help our partners achieve their wildest ambition, anchored in good growth.This is only possible when we have the right people to help us achieve these goals. So, WHY MINDSHARE?Your growth, development and success are important to us. That's why we have a structured career framework and development program in place, including a clear career plan and access to local and global online learning platforms.We offer flexible working arrangements, combining working from home and the office. Other benefits include Summer Half Days, Birthday Leave, Long Service Leave, and wellness benefits.Mindshare is an Equal Opportunities Employer. We believe that diversity is vital and positively influences the environment in which we operate.Key purpose of the Executive Assistant / Office Manager roleThe Executive Assistant (EA) / Office Manager will act mainly as support to the CEO and the Executive Leadership team, focusing on ensuring all administrative requirements are delivered effectively.Key responsibilities for the Executive AssistantSeamless management and prioritisation of the CEO's email, calendar and all internal and external communicationsSupport the CEO in delivering and supporting their direct reports and executive leadership teamPreparation and attendance at a variety of meetings (including preparing the agenda, minutes, presentations, pitches documents)Office managerial responsibilities – liaising with facilities, ordering stationary, keeping the team fed with snacks, etc.Lead the agency's best practice Document/Records managementCompiling, drafting & distributing communications on behalf of the CEO and/or agencyManage and mentor the agency administrative support team member/sSupport the CEO and Executive Leadership team with administrative tasks involved in cyclical activitiesSuccessful management of agency eventsAd-hoc whole of agency Project managementManagement and maintenance of the Australia websiteEnsure the CEO is "in-market" with regular thought-piecesBuild trusted advisor relationships with key stakeholdersMaintain a strong relationship with key EAs from major stakeholdersAct as a point of contact for global partners and inquiriesEnsure the CEO meets regularly with senior stakeholdersWork with the CEO and Leadership Team to ensure all agency-wide deliverables are metManage the agency purchasing process and proceduresManage all agency events to budgetApproval of office costs, ensuring suppliers align to agency code
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