Team Administration Assistant

Position Title Assistant to Co-Managing Directors assistant to IMG Models team

Reporting Line Co-Managing Directors IMG Models Australia

Department IMG Models

Primary Purpose of Job

The Assistant plays a critical role in supporting the Co-Managing Directors and the broader IMG Models Australia team ensuring the smooth day-to-day running of the business. This role is primarily administrative but highly dynamic requiring flexibility strong judgement and a proactive solution-focused mindset.

As a central point of coordination the Assistant acts as the operational glue for the team anticipating needs resolving issues quickly and stepping in wherever required to support talent management client service and revenue-generating activity. A positive can-do attitude and the ability to manage competing priorities with discretion and efficiency are essential.

Key Responsibilities and Accountabilities

Provide high level administrative and operational support to the Co-Managing Directors and IMG Models Australia team.

Manage Co-Managing Director calendars including scheduling meetings and coordinating domestic and international video and teleconferences.

Welcome and host guests potential talent and clients representing the agency professionally in person.

Oversee model accommodation availability and liaise with Sydney hosts to address any issues or complaints.

Facilitate vendor engagement and setup via Endeavor Vendor Governance.

Managing invoicing for the IMG Models team including coding and processing with the APAC finance team.

Act as the primary point of contact for all travel arrangements managing bookings changes and emergencies in coordination with TAG.

Travel where required to support the Co-Managing Directors and Managers on bookings when required.

Monitor and triage incoming booking enquiries via the general email and phone lines responding promptly and gathering relevant details.

Maintain accurate and up-to-date model and client information in ICE and internal databases.

Manage and update internal and external mailing lists.

Attend events and bookings as a representative of the Co-Managing Directors where required.

Prepare detailed itineraries and schedules for visiting international models and executives.

Coordinate extensive travel for executives and talent including drivers airport greeters and security where required.

Prepare materials and conduct research for special projects pitches and reports.

Compile and submit expense reports for the Co-Managing Directors.

Generate deal memos and support booking documentation.

Arrange couriers and coordinate client and model gifts of flowers.

Undertake additional duties as required to support the team and business operations.