Office Assistant (Part Time)

OVERVIEW

The Office Assistant plays a vital role in ensuring the Sydney office operates seamlessly, efficiently, and effectively. Serving as the core hub and central heartbeat of the studio, this position is essential to fostering a warm, collaborative, supportive, and caring environment for all staff members, visitors, and key stakeholders.

This is a fully in-office role, based on a fixed part time schedule of Monday, Wednesday, and Friday (up to 21 hours per week).

SKILLS REQUIRED

• A vibrant, welcoming personality and positive attitude

• Minimum of 1+ years’ experience in an administrative, EA or an office assistant role

• Proficient in the use of Google Suite - Docs, Sheets, Slides, Google Drive

• Ability to manage well under pressure.

• Efficient, hard-working, proactive and self-motivated

• Have outstanding verbal and written communication skills

• Be highly organised with a strong attention to detail and an interest in processes, systems and planning

• Have the ability to work in a fast paced environment and possess a flexible 'can do' attitude

• Be able to take direction as well as the capacity to operate independently using initiative and self-direction to produce high quality work

• Ability to multitask, switch from project to project and prioritise effectively

• Committed and reliable team member

• Problem solving skills 

• A creative mind with an ability to suggest improvements

• Knowledge of social media platforms such as Facebook, LinkedIn, Instagram, and other relevant platforms a plus

• Design skills desirable – Canva, Adobe Creative Suite (Photoshop and InDesign)

MAIN DUTIES

• Ensure the office is tidy, clean, organised and runs smoothly on a day-to-day basis

• Answer the phone and transfer messages accordingly

• Order and maintain office, kitchen and equipment supplies

• Manage mail and book couriers

• Meet and greet clients as they arrive for meetings

• Organise and book staff travel - domestic and international, maintaining accurate records for all trips

• Maintain office expenditure spreadsheets and manage the studio budget

• Organise office events and team socials

• Assist with the onboarding process of all new staff to the Sydney office including organisation of induction schedules

• Prepare all documentation & provide administrative support to senior management during Annual Reviews

• Maintain and review Sydney office Work Health & Safety

• Coordinate with the IT department on operational needs of the office

• Manage relationships with vendors, service providers and building landlord, ensuring that all external invoices are checked and processed with accounts in a timely manner

• Responsible for developing and maintaining Sydney office policies by setting up procedures and standards to guide the operation of the office

• Process gym & wellness benefit submissions for the Sydney team

• Update Annual Leave calendar with all approved annual leave and sick leave days for Sydney based team members

• Update production scheduling system with all leave for Sydney based production team members

• Track, follow up and report on timesheets for all Sydney based production team members for Director of Production and Heads of Operations for Film and DX departments

• Provide administrative support to senior stakeholders with other projects across the business as required
  

AND FOR YOU........

You will be part of a diverse and dynamic workplace, with a relaxed professional approach. We work hard, but we know how to wind down too - whether it's catching up over a coffee, a mid-afternoon game of pool or Mario Kart or heading out for lunch on a Friday with the team. We're more than just colleagues, we're a team that not only enjoys working but socialising together.

If this sounds like your kind of workplace, submit your resume and a cover letter telling us why you'd be a great fit! Join our creative studio and be a vital part of our success!