Job Description

We are seeking a friendly and proactive Office Manager & Executive Assistant to support our CEO, Managing Director, and the wider AIM team in this office-based position. In this autonomous role, you'll prioritise tasks, pay superb attention to detail, and thrive in a creative environment. Situated at the front of house, you'll look after the day-to-day activity of the office and the team, supporting various areas of the business to ensure smooth operation and communication between different departments, in a creative, fast-paced environment.

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Key responsibilities

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Assist with ad hoc internal projects and streamline company workflows

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Prepare and coordinate Executive/Leadership and intra-departmental key meetings and events as needed, including meeting prep, meeting room bookings, meeting documentation, and other special requests

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Receptionist duties (greeting visitors, coffee runs, answering phones, handling couriers and mail)

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Manage IT access, schedule inductions, and handle freelancer contracts for employee onboarding/offboarding

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Drive the agenda for weekly company-wide meetings

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Organise morning teas, Christmas events, and other social activities

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Assist with online research and help create presentations for specific projects when required

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Assist with timesheet follow-up and administrative finance tasks

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Handle all travel management, bookings, and itinerary preparation

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Update the candidate database, organise interviews, and assist with various recruitment tasks

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About you

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2-3 years experience

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Fluent English, both written and verbal

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Friendly, personable, diplomatic

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Strong communication skills, both verbal and written

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Resourceful, solution-based thinker

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Problem-solving skills and the ability to think outside the box

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Impeccable attention to detail, accuracy and follow-through

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Versatile, can stay back if needed and do whatever it takes to get the job done

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Self-starter/self-motivated, able to take initiative

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Standard Microsoft Office software skills are essential

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About us

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Artists in Motion (AIM) is a world leader in the creation of dynamic multi-sensory experiences. We merge art, digital technology, animation, moving image, performance, sound and spatial environments to craft captivating and transformative encounters which engage and inspire audiences. We are a talented collection of digital, graphic, animation, architectural and entertainment creators who blur the boundaries between physical and digital realms allowing audiences to engage in a deeply sensory and interactive level.

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Just as important as the projects we create is the culture we nurture. Artists in Motion is home to a friendly, inclusive and highly collaborative team who genuinely enjoy working together. We celebrate diverse perspectives, support one another's growth, and believe that great ideas can come from anywhere. It is a workplace where people feel valued, respected and connected through a shared passion for creativity and innovation.

📌 Office Manager & Executive Assistant (New South Wales)
🏢 Artists in Motion
📍 New South Wales