Executive Assistant and Office Manager
At Hickory, we don’t believe in standing still, for over three decades we have continually invested in researching and developing systems and products to improve the way we build. Our philosophy is ‘MADE for LIFE’ – it’s a commitment we honour, each day. Everything we do and everything we build is ‘MADE for LIFE.’ Whether it’s refining our patented, prefabricated building products, developing more efficient and sustainable construction practices, or bringing expertise inhouse to supply critical components, we always believe there is a better way. As a result, Hickory have become one of the most diverse property companies in Australia.
POSITION OVERVIEW
The Executive Assistant and Office Manager is crucial to the efficient operation of Head Office. This role is responsible for overseeing day-to-day administrative processes, ensuring a well-organized, productive, and collaborative work environment. By managing executive schedules, handling information, coordinating projects, and facilitating smooth communication both within and outside the company, this role serves as a central point of contact. The Executive Assistant and Office Manager plays a key part in fostering positive morale, supporting executives in managing their time and resources, and ensuring seamless operations across the organization.
WHAT HICKORY CAN OFFER
- Family-Friendly Policies: Receive paid parental leave to support your family needs.
- Continuous Career Advancement: Unlock your potential through ongoing career development and growth prospects.
- Employee Wellbeing: Access our Employee Assistance Program (EAP) for valuable support and resources.
- Travel Perks: Benefit from exclusive travel perks, including discounted flights and hotel rates.
- Supportive Culture: Thrive in a nurturing team environment that values both collective and individual achievements.
RESPONSIBILITIES
- Calendar Management: Efficiently manage schedules and appointments to facilitate optimal time use and task coordination.
- Meeting Preparation and Coordination: Organise and arrange meetings to maximise the executive’s efficiency in decision-making and communication.
- Travel Arrangements: Facilitate travel arrangements to ensure smooth and productive trips.
- Office Management: Maintain a well-organised office environment for smooth operations and enhanced productivity.
- Document Preparation and Management: Handle document creation and management.
- Event Planning and Coordination: Manage and arrange events and functions, ensuring smooth execution and positive representation.
- Financial Record Management: Organise and manage financial records to ensure clarity and accuracy in financial operations.
- Support for Presentation and Reporting: Assist in preparing reports and presentations.
- Database Maintenance: Maintain databases for efficient record-keeping and data retrieval.
- Office Supplies and Inventory Management: Manage office supplies and maintain inventory for operational efficiency.
- Administrative Support: Provide comprehensive administrative support to ensure smooth business operations.
- Phone Handling and Call Management: Manage calls professionally and efficiently.
- Note-Taking and Minutes Management: Capture meeting minutes accurately.
- Training Coordination: Coordinate training sessions.
- Inbox and Calendar Clean-up: Manage the executive’s inbox and calendar.
- Employee Liaison: Serve as a bridge between management and employees, ensuring smooth information flow.
- Manage Office Expenditure (Amenities, Supplies, Uniforms) Control and optimise expenses related to office amenities, supplies, and employee uniforms.
- Re-negotiate Supply Agreements: Optimise cost-effectiveness by renegotiating supply agreements as required.
- Coordinate Building Maintenance: Ensure a safe and functional office space in collaboration with internal and external stakeholders.
- Coordinate Office Design and Workspace Allocation: Optimise office layout for efficient workflow and employee satisfaction.
- Greeting Visitors to the Office: Create a welcoming environment for visitors and guests.
- Set Up Meeting Rooms: Ensure meeting spaces are organised and prepared for effective use.
- Mail Management: Receiving and Distributing Incoming Mail and coordinate Outgoing Mail and Arrange Courier Deliveries.
- Invoices: Log Incoming Invoices into Accounting Software.
- Manage Uniform Process: Streamline the onboarding process for construction workers and manage uniform distribution.
TO BE SUCCESSFUL IN THE ROLE
- A bachelor’s degree in Business Administration, Management, or a related field; equivalent professional experience may substitute for formal education.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), calendar and scheduling tools, and experience with CRM, database, and office management software.
- Excellent written and verbal communication skills, with the ability to manage executive correspondence and stakeholder communications.
- High ethical standards with a strong sense of discretion and trustworthiness, especially when handling confidential information.
- At least 3-5 years of experience in managing a large office and providing executive support.
- Proven experience in overseeing day-to-day operations, coordinating various administrative tasks, and managing relationships with clients, visitors, and internal stakeholders.
- Familiarity with office management and accounting software, along with the ability to handle financial records and reports.
- Commitment to providing exceptional customer service to both internal and external customers.
- Experience in planning, coordinating, and executing events, ensuring a positive experience for all participants.