Elevate Your Career as an Administrative Assistant with a Leading Design Firm in Southport Join a forward-thinking building and interior design company that’s redefining the industry from their stunning new offices in the heart of Southport. If you're ready to be part of a vibrant, fast-growing company in one of Australia’s most sought-after locations, this is the opportunity you’ve been waiting for. Are you an admin professional with exceptional organisational skills, tired of the same old routine? Do you crave a workplace where your talents are not just appreciated but celebrated? Our client, a leader in innovative design, is on the lookout for a full-time Administrative Assistant who’s ready to make their mark. This role is ideal for someone who’s ready to step up and thrive in a dynamic, creative environment. Imagine working in our client’s newly designed office in Southport, a location that’s as inspiring as the work you’ll do. Southport isn’t just a place to clock in; it’s a vibrant community where innovation thrives. Whether you’re tackling the day’s tasks or unwinding at the nearby Broadwater Parklands, you’ll find a work-life balance that’s hard to beat. Here’s what you’ll be up to: Provide high-level administrative support to the executive and management teams. Manage calendars, schedule meetings, and handle confidential information with discretion. Prepare and edit correspondence, presentations, and other documents. Coordinate and follow up on action items from meetings. Liaise with industry personnel via email and other correspondence. Oversee and maintain the company’s office environment. Manage office supplies, equipment, and supplier relationships. Streamline office procedures and suggest improvements. Ensure the projects department is up to date daily. Serve as the primary point of contact between the management team, internal departments, and external stakeholders. Coordinate communication across teams and with external partners. Answer and direct phone calls to appropriate parties. Schedule and organise meetings, prepare agendas, take meeting minutes, and follow up on action items. Liaise with suppliers and organise events for the design industry. Prepare meeting materials, presentations, and reports as required. Maintain accurate and up-to-date records, files, and databases. Update and categorise server files. Assist in report preparation and documentation management. Manage social content updates across websites and social media platforms. Schedule jobs, track reporting, and manage work orders for the design team. Proactively maintain work order financials through Xero. Prepare fee proposals, quotes, and capability statements. Support various projects with research, data analysis, and coordination of project activities. Track project timelines and milestones, ensuring deadlines are met. Provide weekly updates to clients regarding project progress. Act as the "gatekeeper" for executives, managing their schedules and preparing them for meetings and events. Anticipate executives’ needs and proactively address them. Exercise sound judgment in prioritising tasks and managing multiple responsibilities simultaneously. Collaborate with project teams to provide administrative support for ongoing and upcoming design projects. Assist in coordinating project documentation and communications. Assist in managing client communications and documentation. Ensure a high level of professionalism in all client interactions. Attend design and client meetings as needed. What you need to bring: 2-3 years of solid experience in an administrative role. Mastery of Microsoft Office Suite, with experience in office management. Exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities. A proactive approach to anticipating needs and finding solutions. Strong interpersonal skills and the ability to represent the company and executives in a professional manner. What’s in it for you: Attractive remuneration that recognises your expertise. Continuous opportunities for professional growth and advancement. A full-time role in a stunning office in Southport, with access to the best of the Gold Coast. Join a progressive team that encourages innovation and collaboration. Enjoy a vibrant workplace culture where your contributions are valued. This isn’t just another admin role; it’s a chance to be part of a company that’s making a real impact in the design industry. If you’re ready to bring your administrative skills to a team that’s as driven as you are, we want to hear from you. This position is offered through Whitefox Recruitment, proud winners of the 2024 Global Recruitment Firm of the Year award. We specialise in matching outstanding talents with exceptional opportunities. Ready to make the jump? Contact Luke Hemmings at Whitefox Recruitment on 07 5619 7075, quoting reference: LH:2572504. Interviews are happening now, don’t miss out on the chance to take your career to the next level We value every candidate, ensuring a response to every application. Your future as an Administrative Assistant starts here