Workplace Manager / Executive Assistant

VaynerX (https://vaynerx.com) is the most contemporary family of companies, working together to build and grow brands. Subsidiaries include VaynerMedia, Eva Nosidam Productions, The Sasha Group, Gallery Media Group, Tingley Lane Trading, VaynerSpeakers, and VaynerCommerce.

VaynerMedia Australia is seeking a highly organized, highly motivated, and detail-oriented, self-starter who is passionate about creating a cohesive office environment to drive success of the larger team. Someone who is all about operations, speed, flexibility, adaptability, and helping to build Culture in an ever-evolving and growing office space. This hybrid role covers both Office Management and support for the office’s Country Manager. The ideal candidate will embody and seamlessly integrate the core competencies essential for success in this role: strategic mindset, project administration, stakeholder and core relationship management, and business and ecosystem awareness.

• Work closely with leadership and communicate all office-related updates
• Act as a point person to greet, assist, and direct all visitors, clients, and employees alike through the office
• Provide consistent onsite support to our teams and ensure a cohesive work environment
• Keep office supplies and snacks/coffee stocked and maintained - includes managing the budget
• Handle all incoming and outgoing mail
• Handle all catering orders for team breakfasts/lunches
• Provide support to new employees on their first day in office (Access to the space, Tours, Desk Assignment, etc..) 
• Culture Ambassador - Act as lead and liaison between the Australia office and our larger team of culture drivers at VaynerMedia AU to help build employee morale at an individual and office-wide level by coordinating events, surprises, etc. in the office.
• Manage strategic space planning to accommodate fast company growth
• Build and maintain relationships with Building Management and Service Vendors
• Facilities - Oversee general maintenance and upkeep of the office space, including managing facility services (HVAC, cleaning service, trash removal…)
• Coordinate repairs when office appliances/equipment are not working
• Manage building security and access control system (if applicable)
• Ensure an accurate Emergency Action Plan is in place
• Monitor all safety equipment (fire extinguishers, first aid kits, AED cases, etc.) and ensure the office is following fire code and other safety requirements 

• Manage an active calendar/diary of appointments for multiple executives, with a keen understanding of business/team priorities for proper scheduling prioritization. 
• Coordinate and arrange all details of internal and external meetings for executives and their teams.
• Master ‘calendar hygiene/management’ by resolving conflicting needs in partnership with your executive(s).
• Communicate with internal team members and external partners on behalf of the Executive(s).
• Prepare and edit documents as needed, including confidential correspondence, memos, notes, presentations, forms, spreadsheets, etc.
• Manage complex travel plans, itineraries, and travel needs for Executive(s).
• Complete monthly expense reports with attention to detail.
• Serve as a central source of information and context finder with the highest level of discretion.
• Escalate relevant and timely matters, finding solutions/resolutions and closing loops/conversations on behalf of Executive(s) with various stakeholders.

• 1-2 years of experience supporting Executive-level Leaders (VP to EVP), preferably in a creative agency environment
• Retail or hospitality experience a big plus
• Proficient with G Suite (Google Workspace), Slack, Office 365, and Video Conferencing Software
• Some experience in project or program management is preferred
• Proactive, with a keen ability to recognize patterns and demonstrate preparedness
• Detail-oriented, highly organized, and able to prioritize workload effectively
• Strong written and verbal communication skills
• Displays professionalism and “grace under pressure”
• Has a sense of urgency and conveys a positive, “can-do” attitude