July 22 2021
EXECUTIVE ASSISTANT/OFFICE MANAGER - POSITION DESCRIPTION
Werner Film Productions is a dynamic Film and Television production company based in Melbourne.
Helmed by Company Director and award-winning Producer Joanna Werner, the Company has an active and growing slate of projects targeted to the local and international content market. Working alongside a small, busy and friendly team this role is suited to a motivated self-starter. You’ll need excellent time management and organisational skills, an ability to work well under pressure and to anticipate the needs of the Company Director, managing her diary, schedule and work systems efficiently and effectively. General office management duties include managing the office supplies, equipment and IT needs, along with maintaining the Company’s website and social media presence.
HOURS & SALARY RANGE
40 hrs per week Monday – Friday; 0900-1730 including 30 minute unpaid lunch break
Occasional evening after hours work may be required.
$ 60000 - $ 65000 per annum; 4 weeks annual leave; 10% Superannuation
Company Director & Head of Development, Productions and Operations
NATURE AND SCOPE OF POSITION
The purpose of this role is to provide the Company Director with excellent administrative support, while also ensuring the WFP office needs and operations are highly functional and responsive. As part of a small team in a growing production business the Executive Assistant /
Office Manager is an anchor role in the WFP team
EXECUTIVE ASSISTANT DUTIES PERCENTAGE OF POSITION 70%
Manage the diary and other commitments of the Company Director including communications and co-ordination of meetings with clients and other participants
Coordinate executive communications including:
taking calls and prioritising response times
reading, drafting and responding to emails, prioritising those that are time critical
Interfacing with clients and industry partners on behalf of the Company Director, ensuring all interactions are responsive, welcoming and managed in a timely manner while maintaining the highest level of confidentiality
Manage and track the Company Directors ‘to do’ list – including reading, meeting and other project commitments to ensure response time and deadline expectations are met
Co-ordinate the interstate and international travel requirements of the Company Director and other staff as required
Maintain Company Directors and general office meeting schedules
Initiate zoom meetings
Prepare agendas and distribute relevant documents ahead of meetings take accurate meeting notes, action items the distribute and follow up as required
DOCUMENT FILING & SIGNING
Maintaining update files of all communications, including the Company Directors personal file folders
Tracking the signing, distribution and filing of all correspondence and documents
Manage and maintain dropbox filing systems so they remain current, consistent, functional and effective
EVENTS & CLIENT MANAGEMENT
Support the planning and execution of functions and events
Purchase of thank-you’s and other gifts as required
AWARDS AND FESTIVALS
Preparation and submission of projects to various festival and awards programs
Attending to the Company Director’s personal administrative support needs – bills, bookings, purchases etc
Attend to additional support or other duties that may occur from time to time
Manage the WFP INBOX correspondence
Provide backup support to other staff as required
**Note some after hours work may be required from time to time
OFFICE MANAGEMENT DUTIES PERCENTAGE OF POSITION 30%
Maintain the WFP website and social media presence, including project specific Facebook, Instagram and Tik Tok pages on a weekly and monthly basis as appropriate
PURCHASING & ACCOUNTS
Manage Company Director and general office expenses, including purchasing, subscriptions, invoicing, reimbursements and record-keeping, working the company book-keeper to monitor
Contribute to the preparation of internal and external corporate marketing and pitch documents for the Company Director and other team members
Maintain an organised filing system of paper and electronic documents
Contribute to the implementation and management of organisational systems and processes to ensure a smooth running and efficient workplace
Manage maintenance of internal information, communIcation and technology needs
Attend to additional office and organisational needs that may come up from time to time
GENERAL POSITION REQUIREMENTS
Contribute to a positive and responsive team culture while productively enjoying your work and the vibrant team environment
Contribute to and support the implementation and improvement of organisational policies, procedures and practices in areas such as HR,
Workplace Health and Safety, IT, legal and regulatory compliance and office procedures
Uphold the highest level of confidentiality at all times
KNOWLEDGE, SKILLS AND EXPERIENCE
Demonstrated experience as an Executive or Personal Assistant with general office management skills, ideally with a minimum of five or more years.
Highly developed, strong organisational skills and the ability to successfully handle multiple priorities
The ability to effectively plan and prioritise tasks and work with minimal supervision
The ability to participate effectively as a member of a team
Previous experience as an Executive Assistant reporting to senior management
Excellent interpersonal skills and a high degree of initiative
Highly effective communication skills (written and verbal) are considered essential as is the ability to effectively plan and prioritise all activities.
Strong computer skills with advanced proficiency in using multiple technology platforms and software, including Word, Excel, Powerpoint, Adobe, Outlook, Google Docs, Xero, Indesign/Canva and other similar software, some training can be provided
Exhibit a professional presentation
Understand the value of discretion and confidentiality, which must be maintained at all times.
Closing date for applications: 23.00pm Sunday August 1, 2021.
Applications should be sent to email@example.com
Receipt of applications will be acknowledged. Applications will be shortlisted with those successful invited to interview.