Senior Executive Assistant / Office Manager

As the CEO of a high-growth company, I’m looking for someone to help me manage all aspects of my work life, which with a young family, spills into my personal/home life.

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This EA/PA role is far from ordinary or standard. I’m looking for someone with the experience and wisdom to step in and give me a helping hand.

This position requires a high level of energy and enthusiasm to be part of something special because there is a lot do, so it’s not for everyone.

You’ll be reporting to and working directly with me. As the ideal candidate, you’re driven, productive and relish a role that intersects somewhere between an Executive Assistant (EA), Office Manager and Project Coordinator.

When “I’ve got a problem” or “I need a solution fast,” you’ll be the one to respond with “I’ll handle it!” You’ll find a way… Because it’s who you are and what you do.You are the exceptional go-getter, problem-solver, dot connector, optimiser, coordinator and people-person.

If you’ve previously worked with a high profile CEO it would be nice if I could talk to him or her to understand how you worked best together, to know what worked and what didn’t. Working so closely together is going to be synchronised teamwork and I want to learn how I can adapt myself to your style of working as much as you do to mine.

What makes the role interesting is you won’t be alone, you’ll have the opportunity to optimise the use of all our internal resources, contractors and suppliers, contributing your intellect, passion and various talents to support the team and provide structure with human resource management.

I know one of my many shortcomings is dealing with details. I need your help with all the tasks that pile up in a day, knowing that it’s the little things that make a big difference. With the multiple priorities I have to juggle in a typical day, I just can’t do it all on my own. I am going to count on you to connect the dots so we, together, as a team, make sure nothing falls through the cracks.

I learn from my mistakes and adjust as quickly as I can. In the past, this has been one of the most rewarding aspects of the role, the intimate relationship as it evolves over time. The sense we’re both in this together and we can conquer the world.

Since I need you to be adaptable and flexible to manage both my corporate schedule and tasks as well as my personal activities and social commitments, I want you to know I will reciprocate in kind and equal measure. As a ‘dynamic duo’, we will get to know each other’s rhythms, preferences and needs. You need not worry about how you’ll manage your own family or personal commitments, we will work around them as I have done in the past with previous team members. We have provided Work From Home (WFH) flexibility since early 2019 to enable all staff to work their preferred hours as well as work some of those hours remotely. This high level of flexibility applies to this role as well and is one of the most sought-after benefits.

The Role and Responsibilities

  • Providing high-level clerical and administrative support
  • Preparing documents including reports, letters and presentations
  • Completing special projects as directed
  • Preparing board meeting documentation and reports
  • Taking notes and minutes of important meetings
  • Managing documents
  • Acting as the central point of contact and gatekeeper between me, my clients and other stakeholders (contractors and suppliers)
  • Screening and managing phone calls and emails
  • Handling requests and queries appropriately
  • Managing meeting and travel diaries
  • Coordinating and staging events, presentations, meetings, workshops, seminars and speeches
  • Preparing, writing, proofing and editing documentation including webpages, blog posts, PDFs and presentations
  • Scheduling personal tasks and activities
  • Running personal errands

Your Qualities

  • Loyalty, honesty, integrity
  • Polished, professional, positive, friendly demeanour
  • Exceptional attention to detail and quality assurance
  • Act with absolute discretion and confidentiality
  • Highly organised, proactive, and trustworthy
  • Exceptional organisational and time management skills
  • Able to multitask and work with conflicting priorities
  • A positive “can do” attitude
  • A strong sense of judgment and ethics
  • Mastery of Microsoft Office and fast typing skills
  • You must master web browsing, Internet (Google) search, social media platforms (Facebook, Twitter, Instagram) and all other current technologies including smartphone apps and the cloud (Dropbox, Google Suite, etc.).
  • Excellent written skills in English
  • Great interpersonal skills
  • Deadline oriented
  • Able to work autonomously and take initiative with little direction and explanation
  • The ability to read-between-the-lines and fill in the missing gaps.
  • Ability to thrive in a fast-paced environment and proven experience working with tight deadlines
  • High levels of emotional intelligence and common sense
  • Open-minded and flexible to change
  • A good sense of humour
  • A driver’s license

To be successful in this role, you must have at least three, ideally more than five, years of Executive or Personal Assistant experience working with a C-level executive, preferably a CEO/MD.

Should you be successful you can expect the following:

  • A multi-step hiring process. This is a pivotal role for me and the team as much as it is for you. I want to make sure we are both in sync and that it’s the right decision for both of us. (I’ve hired too quickly in the past and I’ve learned that lesson the hard way. I don’t want to repeat the mistakes of the past.)
  • Once selected, we’ll work together to bring you into the team and if you have any personal considerations to accommodate such as a pre-scheduled vacation, we’ll work around them.
  • A full reference, background check and standard (MBTI) personality profiling.

Our hiring process

1. Please introduce yourself with a YouTube video (you can use an unlisted link). With the large number of candidates applying for the role, I want to give you the opportunity to present yourself beyond a written CV.

2. Please include your LinkedIn profile link in your current CV with at least 1 personal reference I can contact by phone or email.

3. Please respond with all the above in one PDF with your full name in the filename and role so I can manage your application effectively.

Full Name – Executive Assistant.PDF


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About Ultimate Edge Communications

Ultimate Edge Communications (UEC) was founded in Sydney in 2014, by Aleisha McCall, winner of B&T’s “Top 30 under 30” in Media award and former international figure skating champion.

Aleisha’s mindset of a champion, energy and enthusiasm are the central theme that has empowered the UEC team to over-deliver on expectations and deliver market beating results across multiple industries in both B2B and B2C sectors.

We’re different from other marketing agencies because we don’t have silos. In fact, we call ourselves a consultancy because we fully integrate across the 4 dimensions of communications: Media, creative design, marketing automation & intelligence. That is how we create market-beating results.

Our Unique Selling Proposition is:

We’re relentless trailblazers on the leading edge, delivering fully integrated data-driven media, creative design and marketing automation & intelligence by intimately collaborating with high growth brands seeking long-lasting market-beating results from an infectiously passionate team.

UEC’s client value proposition begins with expert media buying that requires establishing a key strategic proportion between traditional offline and digital media spending. Once the budget allocation is defined, it then proceeds to tactical deployment of funds across the selected channels to ensure target market optimisation to set the stage for everything that follows.

The second step is to create design elements specifically tailored to each of the channels to ensure optimal conversions while providing coherent maximum brand reinforcement. The collaboration and synchronisation of media and creative design is one of the reasons UEC out-performs its peers as well as internal marketing departments.

The third element builds on this momentum to integrate lead generation and client acquisition activities to feed into a cohesive customer journey that provides a higher conversion on their path to purchase. This is enabled with sophisticated automated workflows that create and enhance the customer experience, reducing attrition at or immediately following a purchase as well as substantially improving customer satisfaction during the consumption of the product or service. This inevitably reduces operational costs. Even though UEC is focused on media, sales and marketing, the systemisation of multiple customer journeys translates into organisational improvements that further create benefits with economies of scale. These improvements often provide clients the much-needed capacity to grow quickly without substantial additional and costly human resources.

The last piece of the puzzle is embracing leading-edge technologies including: Artificial intelligence, machine learning, heuristics, predictive modelling and data analytics to produce market-beating ROI results. This process involves creating a self-reinforcing feedback loop that automatically and systematically applies highly sophisticated mathematics and statistical techniques to optimise all the moving components, so we can manage, monitor and adjust each variable in harmony with the others to maximise profits at the minimum cost while sustaining the highest quality and brand integrity.

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No recruiters please. In the interest of transparency, we will only be accepting applicants with long-term working rights in Australia. Unfortunately, working holiday applicants will not be considered for this role.

Please note we promote a fun, collaborative, health-conscious working environment. Work-life balance is central to our corporate culture. We have provided Work From Home (WFH) flexibility since early 2019 to enable all staff to work their preferred hours as well as work some of those hours remotely. This flexibility applies to this role as well.

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Excited, want to join the team?

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