Executive Assistant

Architectus; Sydney; On-site; AUD 85,000 - 120,000; Full time

Benefits offered by this job

Mentoring program

Parental leave benefits

Referral bonus

Job summary

Architectus in Sydney is seeking a proactive Executive Assistant to support the Group Director and National Sector Leader across our Living & Working group. You’ll manage complex diaries, draft communications, and assist with project submissions, financials and contracts, while maintaining discretion with confidential information.

The role involves liaising with clients, leadership and teams, ensuring timelines are met and forecasts are accurate.

Qualifications

• Strong stakeholder management skills.
• Exceptional communication and interpersonal skills.
• Ability to work proactively as part of a team and without close supervision.

Responsibilities

• Monitor and respond to emails and calls on behalf of stakeholders.
• Efficient and proactive diary management.
• Draft email correspondence, agendas, minutes and presentations.
• Assist with preparation of project submissions, financials, reports, contracts and proofreading.
• Build rapport and act as liaison with clients, leadership and employees.
• Support team to meet deadlines and deliver forecasts, submissions, outputs and tender documents.
• Ad-hoc travel bookings and expense reconciliation.
• Maintain confidentiality and professionalism at all times.

Skills

Stakeholder management

Communication

Team collaboration

Proactive work style

MS Office

InDesign basics

HubSpot CRM familiarity

Tools

InDesign

HubSpot CRM

Job description

About Architectus

We design to make a positive and lasting impact on people, cities, and communities. We're a multi-disciplinary practice with national reach and deep expertise, enabling us to achieve design excellence at scale.

We design to make a positive and lasting impact on people, cities, and communities. We're a multi-disciplinary practice with national reach and deep expertise, enabling us to achieve design excellence at scale. Our 800+ architects, interior designers, landscape architects, urban planners, urban designers, digital experts, and wayfinding specialists collaborate across 13 studios in Australia and New Zealand, working on projects of every type and size. This makes us the largest, most versatile design practice in our region. Through a thoughtful, integrated approach to design, we form genuine partnerships with our clients and collaborators to create meaningful and resilient places that endure.

About The Role

Supporting the Group Director and a National Sector Leader in our Living & Working group, you'll be responsible for providing an exceptional level of executive support to ensure a seamless experience for our executives, clients and architecture project and delivery teams. Responsibilities include:

• Monitor and respond to emails and calls on behalf of your stakeholders
• Efficient and proactive complex diary management
• Draft email correspondence, agendas, meeting minutes and presentations
• Assist with the preparation of project submissions, financials, reports, contracts and proofreading
• Built rapport and act as a key liaison with clients, internal leadership and employees
• Support the team to meet tight deadlines and deliver accurate forecasts, submissions, project outputs and tender documents
• Ad-hoc administrative duties such as travel bookings, expense reconciliation
• Maintain confidentiality and professionalism at all times

About You

This role is best suited to somebody who thrives in a fast-paced environment, builds rapport easily and understands how a national stakeholder environment operates within a deadline driven industry. You will have:

• Strong stakeholder (internal and external) management skills
• Exceptional communication and interpersonal skills
• Ability to work proactively, as part of a team, and without close supervision
• Flexibility to switch from providing classic EA support to supporting business development and project related initiatives using your organisation and project management skills
• Advanced Microsoft Office skills
• Basic knowledge of InDesign and CRM (HubSpot) is preferred

Employee Benefits

With regular opportunities to connect through our community-driven atmosphere, you'll enjoy getting involved in a range of initiatives and programs. We are proud to offer the following:

• Access to our in-house professional development mentoring program
• Generous paid parental leave benefits
• $5,000 employee referral bonus
• Novated leases for hybrid and electric vehicles
• Supportive and diverse workplace culture
• Access to free and confidential counselling, regular social events + more

Architectus is proud to be an equal opportunity employer, we actively promote an inclusive workplace culture and encourage people from diverse cultural backgrounds to apply. This position requires an appropriate Australian or New Zealand work visa. The successful applicant will be required to undergo pre-employment screening.