Office Manager / Assistant

Job Description

Simon & Schuster is a global leader in general interest publishing, dedicated to providing the best in fiction and nonfiction for readers of all ages, and in all printed, digital and audio formats.

Its distinguished roster of authors includes many of the world's most popular and widely recognized writers, and winners of the most prestigious literary honors and awards.

It is home to numerous well-known imprints and divisions such as Simon & Schuster, Scribner, Atria Books, Gallery Books, Pocket Books, Adams Media, Simon & Schuster Children's Publishing and Simon & Schuster Audio and international companies in Australia, Canada, India and the United Kingdom, and proudly brings the works of its authors to readers in more than 200 countries and territories.

THIS ROLE IS A 12 MONTH FIXED TERM CONTRACT BASED IN SYDNEY.

We are looking for a confident, well organised and reliable person for the newly created temporary role of Office Manager/Assistant based in our Sydney office. You will be providing assistance and support to the Operations Director and will be trusted with ad hoc duties and sensitive information in supporting the Executive Team and the Managing Director.
Office Management/Facilities duties:
• Responsible for making sure that buildings and services meet the needs of staff
• Planning and execution of equipment procurement
• Monitoring, assessment and management of any third-party service providers.
• Fleet management
• Induction & orientation program - new staff setups (desk and office equipment)
• Monitor and maintain office supplies inventory
• Manage the shared co-ordinator tasks and co-ordinators remit to ensure smooth running of office inclusive of all existing protocols and functions
• Office managerial aspects involve ensuring organizational effectiveness, efficiency and safety, development of intra-office communication protocols, streamlining administrative procedures
• Responsible for managing office services by ensuring office operations, procedures and contracts are organized, correspondence is controlled, supply requisitions are reviewed and approved
• Use best business practices to manage and reduce office costs

Assistant responsibilities
• Acting as the point of contact between the executives, colleagues and suppliers
• Planning and execution of company events, both internal and external
• Meeting management: catering, room and IT set-up, agenda's/documentation circulation
• Minute taking of all relevant meetings e.g. Executive Team
• Producing reports and presentations
• Processing of invoices and ad-hoc payments
• Handling correspondence and 'gatekeeping' telephone calls
• Administration including filing, photocopying and other routine administrative tasks
• Assisting with general office maintenance
• Providing administration support and back-up to the Executive Team on an ad hoc basis
• Managing Managing Director's schedule, calendar and appointments, including booking flights and accommodation. Collating and calculating monthly expenses for the MD.

What we'd like you to bring:
• 3-5 years' experience in a busy Office Management role or as Personal Assistant working with Senior Management Teams
• Advanced Microsoft Office skills
• Pragmatic attitude, along with an ability to react quickly, effectively and decisively
• Ability to work on own initiative and with little supervision
• Trustworthy and supportive with a high degree of integrity and loyalty
• A methodical and efficient working style with the ability to multi-task
• Fantastic attention to detail and care in your work
• A proactive and responsive attitude, anticipating the needs of the Operations Director and the Executive Team
• Strong and proven relationship building skills
• Outstanding communication skills both verbal and written
• Demonstrated experience in handling sensitive and confidential information
• A collaborative approach across teams

Who we are:
• We are a global leader with offices in the USA, United Kingdom, Canada, India and Australia, employing approximately 1400 staff worldwide
• In Australia, we publish both local and international books that make an impact on the bestseller lists and our cultural landscape. We are dedicated to bringing an extensive range of titles for adults and children, in all genres and all formats, into the hands of readers
• Our passion, agility and commitment to our authors and books made us the fastest growing publisher in Australia last year and we have continued plans for growth in the future.
• We are an equal opportunity employer offering flexible working arrangements, competitive salaries, additional superannuation, a large suite of benefits including paid parental leave, financial planning and superannuation advice, income protection and life insurance and a range of wellbeing programs. We offer a non-corporate, inclusive, friendly and collaborative environment where all voices are heard.
• We believe storytelling has the power to change Australian culture and value diversity and inclusion, both in the books that we publish and the people we hire to help us make this happen. We encourage candidates from all different backgrounds to apply.

Simon & Schuster is dedicated to publishing a broad and diverse range of books for everyone, representative of the world around us. We are committed to working with and supporting writers, illustrators and other creative partners from all walks of life, regardless of race, sexual orientation, gender identity, disability status, nationality, religion or belief, age, social or economic circumstance.

We are looking for someone to start as soon as possible. If you feel you have the required aptitude and experience, please submit your CV with a cover letter here. We encourage candidates from all different backgrounds to apply.
Only shortlisted candidates will be contacted.

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Jobcode: Reference SBJ-gqp576-3-144-35-148-42 in your application.