Executive Assistant / Office Manager

• 20 hours per week
• Work with an innovative and forward-thinking Team
• Great company culture
• Use your high level organisational skills to make a difference
  
  

About Grande Experiences

Grande Experiences is a global leader in the ideation, development, production, licensing, and installation of expansive exhibitions and immersive cultural experiences. Renowned for blending entertainment and education seamlessly, our distinguished portfolio includes the internationally acclaimed Van Gogh Alive, Monet & Friends Alive, Dali Alive, the Leonardo da Vinci Collection, Connection, and Street Art Alive, all of which have garnered recognition for their captivating narrative and innovative presentation.

We have an unsurpassed track record of displaying our exhibitions and experiences more than 250 times across 180+ cities, transcending linguistic and geographic boundaries in 33 languages, spanning 6 continents to an audience of more than 23 million.

Headquartered in Melbourne, Australia, Grande Experiences boasts a global presence with satellite offices strategically positioned in the UK and Italy. Beyond our touring experience division, we proudly own and operate THE LUME Melbourne, the world's largest digital immersive art gallery, and Museo Leonardo da Vinci, located in the prestigious Piazza del Popolo in central Rome. Furthermore, Grande partners with the Museum of Fine Art Newfields for THE LUME Indianapolis.

About The Role

This position has a primary responsibility of supporting the Chief Executive Officer of Grande Experiences Pty Ltd. Your primary responsibility will be to plan and orchestrate work to support the CEO, the management team and the strategic direction of the organisation. Specifically, you will focus on managing the varied day-to-day tasks of the CEO to help with both efficiency and effectiveness. As the Executive Assistant/ Office Manager, you will support communication between the CEO, Executive Team, employees and major external stakeholders on various projects and tasks.

You will play a crucial role in ensuring that the CEO is able to focus on the strategic priorities and confident in liaising with all levels of the departments, including the management and executive team. You will aim to maintain a positive work environment and will be responsible for the overall presentation and efficiencies of the office environment.

General Responsibilities

• Diary Management: Assist in the management of the CEO’s diary, schedule meetings and appointments ensuring the CEO’s schedule is optimised to meet business objectives. With extensive calendar management, forward planning is to be taken into consideration while focusing on the company’s priorities and balancing the needs of stakeholders.
• Email Management: Screen emails to manage the CEO’s communication channels to ensure that important messages are prioritised and addressed promptly.
• Travel Management: Assist with the management of the CEO’s travel and travel-related activities.
• Meetings: Manage weekly, monthly and quarterly management meetings by participating, sharing materials, diary coordination and minute taking. As required, manage offsite conferences and events involving the CEO and Management team.
• Administration: Perform administrative and project support for the CEO, such as creating and reviewing documents, presentations, spreadsheets and maintaining a filing system and database. Manage the Office Administrator by mentoring to maximise the effectiveness of processes and administrative support and ensuring all tasks are completed in a timely manner. Handle all confidential information with discretion and ensure that sensitive information is not disclosed to unauthorised parties.
• Strategic Support: Conduct research and provide analysis on specific topics, business cases and projects.
• General Support: Provide general support to the CEO, including handling personal errands, personal appointments and performing other tasks as required.
• Expenses: Manage the CEO’s expenses and reimbursements.
• Office Management: Maintain stocks of stationery and kitchen items, ensure the presentation of the office is of a high standard (including cleaning), assist in the organisation of office events and functions, assist with onboarding new employees and managing meeting rooms.
  
  

Qualifications, Skills & Experience

• A minimum of 5 years of demonstrated experience in a senior C-Suite partnering Executive Assistant role.
• Business Management or Business Administration qualification (ideal).
• Superb written and verbal communication skills across a range of communication channels.
• Excellent emotional intelligence with strong employee, customer and stakeholder engagement skills and a commitment to positively contributing to the company's values and behaviours we seek.
• Exceptional time-management skills and the ability and confidence to organise and coordinate multiple and conflicting priorities at once with a sense of urgency and the ability to meet critical deadlines.
• Proficiency in Google Mail, Google Docs, Word, Excel, PowerPoint, Monday.com, Employment Hero and other office productivity tools, with aptitude to learn new software and systems.
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
• High level of discretion and confidentiality.
• Self-motivated, proactive and can work autonomously.
• Able to schedule meetings across multiple time zones and obtain the necessary documents for travel including visas.
• Exhibit self-discipline and punctuality.
  
  

You'll Be a Great Fit If You

• Strive for Excellence above Mediocrity
• Take accountability for your actions and seek support/help
• Have a strong fiscal responsibility mindset
• Have a 'can do' attitude.
• Value integrity
  
  

Sound like you?

To successfully apply, attach your CV and cover letter in PDF format. Candidates must complete the COMPONO screening tool as part of their application via the 'Apply Now' link.

Applications will close end January 2025 and suitable candidates will be contacted for an interview.

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