Office Assistant (Part Time)

Job Description

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.

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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).

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SKILLS REQUIRED

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• A vibrant, welcoming personality and positive attitude
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• Minimum of 1+ years' experience in an administrative, EA or an office assistant role
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• Proficient in the use of Google Suite - Docs, Sheets, Slides, Google Drive
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• Ability to manage well under pressure.
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• Efficient, hard-working, proactive and self-motivated
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• Have outstanding verbal and written communication skills
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• Be highly organised with a strong attention to detail and an interest in processes, systems and planning
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• Have the ability to work in a fast paced environment and possess a flexible 'can do' attitude
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• Be able to take direction as well as the capacity to operate independently using initiative and self-direction to produce high quality work
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• Ability to multitask, switch from project to project and prioritise effectively
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• Committed and reliable team member
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• A creative mind with an ability to suggest improvements
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• Knowledge of social media platforms such as Facebook, LinkedIn, Instagram, and other relevant platforms a plus
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• Design skills desirable – Canva, Adobe Creative Suite (Photoshop and InDesign)
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MAIN DUTIES

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• Ensure the office is tidy, clean, organised and runs smoothly on a day-to-day basis
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• Answer the phone and transfer messages accordingly
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• Order and maintain office, kitchen and equipment supplies
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• Manage mail and book couriers
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• Meet and greet clients as they arrive for meetings
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• Organise and book staff travel - domestic and international, maintaining accurate records for all trips
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• Maintain office expenditure spreadsheets and manage the studio budget
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• Organise office events and team socials
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• Assist with the onboarding process of all new staff to the Sydney office including organisation of induction schedules
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• Prepare all documentation & provide administrative support to senior management during Annual Reviews
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• Maintain and review Sydney office Work Health & Safety
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• Coordinate with the IT department on operational needs of the office
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• Manage relationships with vendors, service providers and building landlord, ensuring that all external invoices are checked and processed with accounts in a timely manner
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• Responsible for developing and maintaining Sydney office policies by setting up procedures and standards to guide the operation of the office
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• Process gym & wellness benefit submissions for the Sydney team
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• Update Annual Leave calendar with all approved annual leave and sick leave days for Sydney based team members
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• Update production scheduling system with all leave for Sydney based production team members
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• 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
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• Provide administrative support to senior stakeholders with other projects across the business as required
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AND FOR YOU........

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You will be part of a diverse and dynamicworkplace, 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.