Executive Assistant to the Director

Candalepas Associates; Sydney; On-site; AUD 90,000 - 140,000; Full time

Job summary

Candalepas Associates in Sydney, Australia, seeks an experienced Executive Assistant to the Director to provide high-calibre executive and administrative support in a fast-paced, design-led environment.

This on-site five-day role requires proactive coordination of calendars, meetings, travel arrangements, correspondence and confidential information, working closely with Principals and senior leadership to uphold the practice's professional standards.

Qualifications

• 3-5 years’ experience in a similar executive assistant or senior administrative role.
• Advanced proficiency in Outlook, Word, Excel, PowerPoint and SharePoint.
• Ability to translate large volumes of communication into concise, meaningful summaries.
• Proven ability to manage complex schedules and balancing priorities.
• High attention to detail and professional discretion.

Responsibilities

• Comprehensive and effective diary and time management for the Director
• Coordinating internal and external meetings, presentations and engagements
• Efficiently, promptly and effectively managing the Director’s correspondence, inbox and contacts
• Arranging domestic and international travel, accommodation and logistics
• Preparing, formatting and managing correspondence, proposals and reports for the Director
• Liaising professionally with clients, consultants and stakeholders
• Maintaining filing systems, job registers and SharePoint records
• Assisting with office operations, meeting rooms, mail, couriers and supplies
• Supporting events, mail-outs and special projects as required
• Upholding confidentiality, quality assurance standards and WHS obligations

Skills

Executive support

Diary management

Travel coordination

Stakeholder liaison

Communication

Confidentiality

Tools

Outlook

Word

Excel

PowerPoint

SharePoint

InDesign

Adobe Acrobat

Job description

Candalepas Associates is an internationally recognised architectural practice with multiple government and high-profile public engagements, with studios situated in Sydney and Melbourne. We are seeking an experienced and highly capable Executive Assistant to the Director to provide exceptional executive and administrative support in a fast-paced, design-led environment. It is an office of high level architectural and professional performance with a reputation for precision and professionalism.

This is an important role within the practice, supporting the Director across all professional and confidential affairs, acting as a key point of contact for clients, consultants and stakeholders.

The Role

This is a five day on site role reporting directly to the Director. You will be responsible for ensuring interactive, seamless and highly communicative day-to-day support. The role requires effective time management for the candidate and the Director’s work and proactive coordination of people, information and priorities within a highly collaborative environment. You will work closely with Principals and senior leadership to maintain an efficient administrative workflow and represent the practice with the highest level of professionalism to all external agencies, government, clients and sub-consultants.

Key Responsibilities

Comprehensive and effective diary and time management for the Director

Coordinating internal and external meetings, presentations and engagements

Efficiently, promptly and effectively managing the Director’s correspondence, inbox and contacts

Arranging domestic and international travel, accommodation and logistics (itinerary, meetings, conferences etc)

Preparing, formatting and managing the director’s and any other designated correspondence, fee proposals and reports

Liaising professionally with clients, consultants and stakeholders

Maintaining filing systems, job registers and SharePoint records

Assisting with office operations, meeting rooms, mail, couriers and supplies

Supporting events, mail-outs and special projects as required

Upholding confidentiality, quality assurance standards and WHS obligations

About You

You are highly organised, proactive, intuitive and discreet, with the confidence to operate independently while supporting senior leadership. You thrive in a dynamic environment, can anticipate needs, and take pride in delivering work of the highest standard and accuracy.

You will always have a respectful and professional presentation, possessing a high order capacity of taking information which is incomplete and managing a complete outcome to a high professional level. This includes an innate sensibility for excellent graphical and personal communication skills regarding any presentation, presentation of correspondence, grammar, formatting and precision of intended meaning.

Skills & Experience

3-5 years’ experience in a similar executive assistant or senior administrative role, ideally within the industry

Advanced proficiency in Outlook, Word, Excel, PowerPoint and SharePoint

Ability to translate large volume of communication into a concise, digestible, and meaningful way

Proven ability to manage complex schedules and balancing competing priorities

High order of attentiveness to detail, professionalism and commercial interactions

Ability to exercise sound judgement on the subject of confidentiality and general professional behaviour.

An ability to exercise sound judgement as to communication with the Director.

Experience using InDesign and Adobe Acrobat

Experience within architecture, design or design-related professional services

What We Offer

A key role supporting one of Australia’s leading architectural practices

Exposure to high-profile projects, industry leaders and government agencies.

A collaborative, professional and respected design-focused studio environment

Sydney-based role with possibilities to be a Melbourne based position.