Executive Team Assistant & Office Manager

See Yourself at Telix

The Executive Team Assistant & Office Manager plays a critical dual-role in ensuring seamless day-to-day office operations while delivering high-impact support to senior leadership and managing corporate events. This position requires a proactive, highly organized professional with exceptional communication and multitasking abilities to foster a productive workplace environment and execute memorable, strategically aligned internal and external events that reflect the company’s culture and priorities.

Key Accountabilities:

Office Management:

• Oversee all day-to-day office operations, including facilities management, supplies procurement, vendor relations, and office maintenance.
• Serve as the main point of contact for internal teams and external partners regarding office-related matters.
• Develop and implement office policies, procedures, and systems to improve efficiency.
• Manage office budgets and expenditures, including invoicing, reporting, and cost control.
• Coordinate with IT and Operations to ensure smooth functioning of office infrastructure.

Event Planning & Coordination:

• Plan, coordinate, and execute a wide range of internal and external events including corporate meetings, team-building activities, client receptions, holiday parties, and executive off-sites.
• Manage all event logistics including venue selection, catering, transportation, A/V, accommodations, permits, and timelines.
• Create and manage event budgets, ensuring cost-effectiveness and high ROI.
• Serve as the on-site point of contact during events, managing setup, troubleshooting, and execution.
• Conduct post-event evaluations and provide reports on outcomes and improvements.

Administrative Support

• Provide administrative support to leadership, including calendar management, travel arrangements, and meeting coordination.
• Assist in preparing reports, presentations, and correspondence.

Education and Experience:

• 5–7 years of office management experience, preferably in a fast-paced, dynamic environment.
• Proven experience in planning and executing successful events (corporate, internal, or client-facing).
• Strong leadership and team management skills.
• Excellent communication, interpersonal, and organizational abilities.
• Tech-savvy with proficiency in Microsoft Office, Google Workspace, and project management tools (e.g., Asana, Trello, or Monday.com).
• Budget management, Purchase Order creation /management and vendor negotiation experience
• Ability to handle sensitive and confidential information with discretion.
• Comfortable working both independently and collaboratively.

Preferred:

• Experience in a high-growth or multi-office environment.
• Familiarity with virtual event platforms (e.g., Zoom, Hopin).
• Basic design skills for creating event materials (Canva, Adobe, etc.).

Work Environment & Physical Requirements:

• May require occasional evening or weekend work during events.

Key Capabilities:

• Inclusive mindset: Demonstrate an understanding and appreciation for diversity, and actively work to create an inclusive environment where everyone feels valued and respected
• Creativity and innovation: Possess a willingness to think outside the box and come up with unique and creative solutions to challenges
• Commitment to excellence: Take pride in your work and consistently strive for excellence in everything you do
• Results-oriented: Driven to achieve goals and objectives, with a strong focus on delivering measurable results
• Ethical behavior: Act with integrity and demonstrate a commitment to ethical behavior in all interactions with colleagues and stakeholders
• Adaptability: Comfortable working in a dynamic environment, able to adjust to changing priorities, and willing to take on new challenges
• Strong communication skills: Able to communicate effectively with colleagues and stakeholders at all levels, using clear and concise language
• Collaboration: Work effectively as part of a team, actively sharing knowledge and expertise to achieve common goals
• Resilience: Demonstrate the ability to bounce back from setbacks and persevere in the face of challenges
• Continuous learning: Show a commitment to ongoing learning and professional development, continually seeking out opportunities to expand your knowledge and skills