Office ManagerExecutive Assistant

Overview:

Responsibilities :

Administrative Duties:

• 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 heath 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

If you currently work for HKS please submit your application via the Internal Careers Portal.