PA and Admin Assistant

This is an exciting opportunity for an exceptional and organised Personal Assistant/Administrator to join our fast paced and dynamic agency.

The Role

Charles Elena Design (CE) is seeking a Personal Assistant/Administrator to provide a high level of administrative assistance and take responsibility for two co-founders of CE. 

You will be the driving force that keeps the Melbourne CE studio in order.

This is a Full Time Role in office in Melbourne CBD, with some parts of the role possibly out of office.

About Charles Elena

Charles Elena is an energetic and diverse global design business with a rich 20 year history.  We pride ourselves on working hard, working smart and working to our fullest potential.

We are obsessed with delivering meaningful, memorable and powerful work, taking game-changing businesses through agile design and digital experience journeys.

Some of your key responsibilities will include:

Providing efficient and varied executive and administration support while preserving confidentiality and professionalism;

Assist the Directors with all aspects of their role to ensure their daily workload runs efficiently.

Preparation and distribution of meeting agendas, reports and record minutes and interacting with clients, ensuring language and communication style is articulate and professional.

Providing diary and email management for the two Directors, including calendar management, meeting prioritisation, conflict resolution, preparing meeting rooms and email management.

Demonstrated initiative in completing tasks to tight deadlines and the flexibility to handle constantly changing priorities and unexpected demand.

Overseeing and managing CE project Management System – Paymo.

Updating Excel sheets and Rate Cards working along side the Accounts Team.

Quoting and client proposal creation.

Create, maintain and update internal company documentation and files.

Organising supplies and general office management for the office teams.

Assisting with social media management and scheduling. 

Responding to enquiries as and when needed.

Manage and respond to requests from all internal and external parties in a timely and efficient manner.

About you

This is a dynamic, fast-paced role that will suit a Personal Assistant with a dynamic approach who thrives on being the support function of our studio. 

In addition to having a strong client-oriented approach, the successful candidate requires:

Previous experience in a similar Personal Assistant, Office Management or Legal Administration style role with at least 2 years experience in a professional office or working capacity. 

Mature and articulate communicator.

A certificate III in Business Administration or similar preferred.

Superior interpersonal skills and customer service.

Strong and disciplined work ethic, with a proactive attitude and initiative where no task is too big or too small.

Exceptional organisational, communication and writing skills.

High level of attention to detail, and a good listener.

Ability to work in an agile environment.

Positive approach to work and its challenges.

Effective problem-solving skills.

Ability to work accurately and efficiently within required timeframes.

Ability to work both independently and as part of a team.

Reliability, flexibility, adaptiveness and a positive work attitude.

Strong time-management skills with ability to manage competing priorities.

Professional demeanour.

Exceptional interpersonal skills.

Committed to team success.

Follow through and adheres to deadlines.

Strong commercial acumen.

Self-starter.

Open to team and individual coaching.

Be calm and unflappable under pressure.

Kind natured

Qualifications and experience required:

Minimum of 2 years’ experience in a similar role.

Excellent customer service skills.

Ability to multitask.

Verbal and written articulacy.

Professional discretion.

Efficiency.

Well-developed time management skills.

Strong organisational skills.

Ability to work under pressure.

High level knowledge of Microsoft Office programs, including Word, Outlook and Excel.

High level CRM and database management experience. 

What is on offer?

You will receive shoulder-to-shoulder support along with opportunities to learn and grow from those around you.

Next Steps

The duties of this position are a guide – what you can bring in addition to these is up to you. Think outside the square.  What sets you apart – how can you add value? Why would working for Charles Elena be a good fit for you?

Please address your application to Sandy Tsindos and apply directly through Seek.

The position is available for an immediate start.

Only shortlisted applicants will be contacted.

Employer questions

Your application will include the following questions:

Do you have customer service experience?

Which of the following Microsoft Office products are you experienced with?

Which of the following statements best describes your right to work in Australia?

Which of the following statements best describes your Covid-19 vaccination status?

How many years' experience do you have as an Assistant and Administrator?

Which of the following accounting packages are you experienced with?

What's your average typing speed?