Executive Assistant to Chief Executive Officer

Woods Bagot is a People Architecture company placing human experience at the centre of our design process to create and deliver engaging, future-oriented projects that respond to the way people actually use space.

With a team of over 950 experts working across 17 studios in Australia, New Zealand, Asia, Europe, the Middle East and North America, our Global Studio model allows us to work collaboratively across time zones and borders, using the latest technology to share design intelligence and strengthen our knowledge base around the world.

Woods Bagot offers flexibility and is committed to a diverse and inclusive workplace.

About the Role

Located in Sydney, the role of the Executive Assistant is to provide timely, accurate and reliable support to the Global CEO. There will also be opportunity to contribute to strategic conversations and thinking and to participate in the implementation of global projects from time-to-time.

The role will include some travel and there will be an expectation to work with international time zones.

Key Areas of Responsibility:

• Manage the business schedule of the CEO, including proactive diary management, arranging and scheduling appointments, agendas, calls, travel, and accommodation arrangements, across multiple time zones.
• Screen and prioritise emails, phone calls, and other communications. Draft and prepare correspondence on behalf of the CEO.
• Preparing research, assembling information, organising content, and presentations.
• Periodically preparing graphics content production for thought leadership.
• Preparing papers for executive meetings on a variety of topics including firm strategy.
• Coordination associated with production and distribution of marketing and communications material.
• Graphic design and layout support utilising Adobe InDesign.
• Management of invoices, reconciliations, and other items as directed.
• Maintain professional and strict confidentiality with all materials and exercise discretion when interfacing with the business.
• Coordinate and deliver timely, accurate and reliable administrative support.
• Coordinate, attend, minute and prepare reports and presentations for Board, GSE meetings, the Principals Conference, AGM, and Innovation Council meetings.
• Working with an existing team within the business to assist with implementing key initiatives of the CEO.
• Prepare budgets for approval in relation to travel, events and conferences.
• Coordination of business activities including monthly management meetings, quarterly Board Meetings, semi-annual Innovation Council, Principal Conference etc.
• Manage and follow up the action registers of the Board of Directors, Innovation Council, and GSE to ensure completion.
• Assist the Executive Assistant to Chief Operating Officer with planning and event management for the global Principal Conference. This includes liaising with hotels, event companies, cost management, budgeting, global travel bookings, internal communications, etc as applicable. Manage the logistics of the Board and Innovation Council meetings including travel, accommodation, and visa requirements.

About You

This position requires someone who has worked in a high-level executive assistant position previously, ideally within a professional services or design environment. You possess a strong ability to multi-task, build relationships and can demonstrate a proactive and positive attitude.

You will have a keen eye for detail, excellent writing, presentation, and communication skills.

You will be able to Demonstrate:

• 5-8+ years’ experience as an Executive Assistant, supporting high-level business leaders.
• Ideally a bachelor’s degree in business administration, marketing, graphic design, or a related field.
• Excellent interpersonal skills and the ability to build effective working relationships.
• Excellent communication skills, both written and verbal.
• Adobe Creative Suite experience (InDesign is highly desirable, Illustrator and Photoshop experience a plus).
• Excellent writing and copy-editing skills including experience reviewing, organising, translating, and editing written documents to improve clarity.
• Advanced MS Office skills, particularly PowerPoint, Excel, and Word.
• Ability to prioritise tasks and manage time effectively.
• Strong initiative and the ability to follow-up outstanding issues.
• Ability to communicate and organise tasks across multiple time zones.
• Always ensure confidentiality (this position has access to highly confidential information).
• High attention to detail.
• Ability to manage multiple projects.
• Discretion and tact.
• Appreciate on cultural difference across the regions.
• Excellent stakeholder management skills.
• General experience in financial transactions such as invoice approvals.

Benefits we Offer

In addition to working for a world class design Studio, you will enjoy benefits such as:

• A balance between studio and home working
• Annual discretionary bonus
• Paid parental leave
• Employee assistance program
• Employee referral program

How to Apply

Please send your resume via the Executive Assistant to Chief Executive Officer LinkedIn Job Post. Applications will be treated in the strictest confidence. We do not accept unsolicited resumes or names from agencies. All personal data collected by the Company will be kept confidential and only be used for recruitment purposes.

Mandatory Requirement: It is an essential requirement that applicants must have the legal right to work in the Australia when applying for this position.

Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, colour, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity and gender expression.

At Woods Bagot, we are committed to creating an environment where the difference is celebrated, valued, and respected, practices are equitable, and our people feel like they belong. We accept that none of us is smarter than all of us. We believe building a diverse workforce is the foundation of creativity and innovative design – it is only by working together that we can realise the potential of our people, clients, and communities around us. Through our inclusive leadership and our truly global studio network of architects and designers, you will find your voice and have the support and flexibility required to bring your whole self to work and build an exceptional career.