Office Manager/Executive Assistant

Responsible for overseeing the daily administrative operations of the studio to ensure smooth and efficient functioning. Supports teams using a wide range of professional skills such as scheduling meetings and appointments, coordinating office operations and providing general administrative support to employees. Highly organised and motivated to take initiative in supporting company operations and teams.

Responsibilities

• Provides administrative leadership support and advises practice leaders accordingly.
• Supports Leadership Meetings and takes minutes as required.
• Schedules and organises activities such as meetings, diary schedules, travel, conferences and interviews for leadership staff.
• Supports the Regional Commercial Business Leader with staff operations, including open job listings and the onboarding process for new hires.
• Performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations.
• Completes Company registration renewals.
• Manages and reconciles studio credit card charges and processes team and assigned leadership travel expense reports.
• Provides back up coverage for reception as needed.
• Trains employees in administrative and office duties as needed.
• Manages the office calendar to keep track of employee holidays and leave.

Office Duties

• Oversees any enhancements to the studio working environment such as office supplies, print room, kitchen, and meeting room facilities.
• Serves as the point person for office maintenance and facilities, supplies, business license renewal and invoices.
• Provides support for reception and advises accordingly.
• Oversees building management and facility vendors, including cleaning and security services.
• Manages and coordinates office activities, such as parties and celebrations.
• Provides leadership to the Health and Safety Committee, and supports ongoing health and safety needs for staff.
• Assists in the onboarding process and setup for new hires.
• Supports employees in using office systems, applications and software.
• Coordinates with the Information Technology team with regards to office technology needs.

Qualifications

• Accredited professional degree or an equivalent combination of education and experience preferred.
• Typically with 8+ years of related experience.
• Experience in MS Office Suite preferred, including Outlook, Word, Excel, PowerPoint and Teams.
• First Aid & Fire Marshall Trained preferred.
• Strong interpersonal skills and the ability to interact with all levels of staff.
• Ability to maintain appropriate degree of confidentiality.
• Ability to communicate in a clear, concise and professional manner both verbally and in writing.
• Ability to proactively problem solve and collaborate on innovative solutions.
• Ability to work in a team.
• Ability to prioritise tasks to meet multiple deadlines and respond to changes at short notice.
• Ability to work on multiple tasks and projects at the same time.
• Ability to effectively meet deadlines at expected quality.

Equal Employment Opportunity & Accommodation

HKS, Inc. provides reasonable accommodation in its application process for qualified individuals with disabilities. If you need assistance applying for a posted position due to your disability, please email us with the subject line “Accommodation Request”. We encourage applications from all backgrounds and comply with the Equal Employment Opportunity law.