Senior Workplace Associate

This position is office based in Southbank.

About you 

You’re a connector who puts people first and values the lasting ​partnerships you’ll build. You’re an active listener who cares about the stories people share and are energized by communication and collaboration. You love learning new things and are known for bringing innovative perspectives and questions to the table. You’re deadline and results-driven, passionate about creating new processes, systems, and best practices that help your internal partners do their best work.

About this role 

Udemy is looking for a Senior Workplace Associate to join our Melbourne office. This is an in office based role that encompasses office management, executive support for senior leaders, and IT assistance. You'll be responsible for creating a welcoming, organised, and efficient workspace, ensuring smooth office operations, and supporting IT needs. As part of a rapidly expanding global company, this is a fantastic opportunity to manage cross-functional experiences and contribute to a learning-focused organisation. This role will report into Real Estate & Workplace (REW) with dotted line to IT & Executive Operations (EO) 

Our team mission is to enable productivity and connection by providing positive employee experiences through innovative Real Estate & Workplace solutions. 

What you'll be doing

• Office & Workplace Management (Estimated to be 50% of the time):

  • Oversee daily office operations, ensuring a productive work environment.
  • Manage workplace requests, prioritizing and resolving them in a timely manner.
  • Coordinate office purchasing to ensure snacks, beverages, and supplies are stocked.
  • Maintain relationships with the Landlord and vendors 
  • Manage office budgets, including supplies, events, and maintenance of space
  • Health & Safety liaison for the office 
  • Organize and plan team and company events to drive engagement and foster a positive workplace culture.
  • Manage daily operations across the Melbourne, and remote office support for other locations as needed, providing logistical support to employees and visitors
  • Guest Services: Greet visitors and employees, ensuring a smooth check-in process
  • Partner with the rest of the global Real Estate & Workplace team on team wide initiatives, projects and processes. 

• Executive Support (Estimated to be 30% of the time):
  • Assist with calendar management, meeting agendas, and high-quality note-taking.
  • Coordinate special projects, ensuring deadlines are met.
  • Support senior leaders with travel arrangements, expenses, and logistics for leadership meetings and off-sites.

• IT Support (Estimated to be 20% of the time):
  • First level IT Support for Melbourne and APAC regions. 
  • Asset Management incl. Laptop Shipment (onboarding, offboarding & break fix) 
  • Meeting room Management (Zoom technology) 
  • IT peripheral management 

What you’ll have 

• Proven experience in office management, executive assistance, or similar roles.
• IT support experience, with proficiency in providing technical assistance.
• Exceptional organizational and time-management skills.
• Excellent communication skills, both written and verbal.
• Proficiency in GSuite, Slack, managing calendars and other project management tools.
• Have an understanding of IT fundamentals and are familiar with Zoom conferencing and cloud software.
• Ability to work independently, manage multiple tasks, and maintain a high level of confidentiality.
• Familiarity with Australian office management regulations and health/safety standards is advantageous.

About your skills

Strong Communication Skills: You excel in articulating complex technical concepts clearly and concisely to both technical and non-technical stakeholders, fostering a collaborative and transparent work environment.

Collaboration: You excel in fostering collaboration within cross-functional teams, leveraging diverse perspectives and expertise to achieve common goals and deliver successful outcomes. You are adept at working effectively in remote or distributed teams, leveraging communication tools and collaboration platforms to facilitate seamless communication and collaboration across all levels of the organization,  geographies and time zones.

Stakeholder Management: You excel in managing stakeholder expectations, fostering positive relationships with clients, users, and other key stakeholders, and effectively communicating project progress and milestones.

Cross Functional Partnership: You excel in managing stakeholder expectations, fostering positive relationships with internal teams, users, and other key stakeholders, and effectively communicating technical desicions, project progress and milestones.

We understand that not everyone will match each of the above qualifications. However, we also realize that everyone has unique experiences that can add value to our company. Even if you think your background might not perfectly align, we'd love to hear from you!

Life at Udemy 

We aspire to be as vibrant and dynamic as the communities we serve, as inquisitive as those who use our platform, and as revolutionary as the future we strive to open for everyone. Here are some of the things we love about life at Udemy:

• We’re invested in creating an inclusive environment that welcomes a diverse range of backgrounds and experiences. From creating employee resource groups, ensuring we’re a Fair Pay Workplace, and building a flexible work culture, our belonging, equity, diversity, and inclusion (BEDI) initiatives always put our people first. We want you to be able to bring your authentic self to work because when we all do, we’re better for it.

• Learning is what we do – inside and out. Our Learning & Development team is second to none, helping ensure your journey is one of continuous progression. You’ll also have unlimited access to Udemy courses, monthly UDays (meeting-free professional development days), and a generous annual professional development stipend.

• Our reason to exist is to revolutionize learning – that calls for taking risks and learning from failures. Whether it’s our hackathons (a company-wide effort to envision new possibilities for our product) or sharing our prototypes, we see experimentation as a crucial step on the path to success.

• We’re committed to creating world-class employee experiences and are proud of the recognition of this by Great Place to Work. 

Of course, the best thing about being part of Udemy is knowing your work makes a difference for people and organizations around the world. You’ve got the skills; why not use them to help others develop theirs?

At Udemy, we value diversity and inclusion and consider qualified applicants without regard to race, color, religion, sex, national origin, ancestry, age, genetic information, sexual orientation, gender identity, marital or family status, veteran status, medical condition, or disability. 

Our Benefits Start With U

Our benefits package at Udemy “starts with U” and is grounded in mission-driven benefits that intentionally align with our core values. Here’s a sneak peek at just a few highlighted benefits if you’re a full-time Udemate based in the Australia:

• Core Benefits: Comprehensive medical, dental, life and income protection coverage

• Parental Benefits: Financial assistance for fertility (including egg-freezing), adoption, and surrogacy expenses; twelve weeks of paid family bonding for birth, surrogacy, adoption, and foster placement. 20 weeks paid maternity leave for birthing parents as well as a two-week “ease-back” program that enables parents to return part-time at full pay

• Whole U: Fully paid memberships for meditation/mindfulness, therapy/coaching visits, financial planning, fertility and family building, maternity and newborn care, parenting and pediatrics, menopause care, breastmilk shipping, and caregiving support

• Learning: Free access to Udemy and Udemy Business plus a yearly stipend to spend on professional development

• Holidays: 25 paid holidays throughout the year plus bank holidays

About our APAC region 

When you join Udemy in our Asia Pacific (APAC) region, you’ll have the chance to help our globally established business grow locally. We have a solid foundation and a great reputation — and you can be part of the next stage of our journey.

Our investment in the region is significant, with offices in Australia and India and an expanding presence in Singapore, Indonesia, Japan, and beyond. It comes with countless opportunities to make learning more accessible to millions. You’ll work with various cultures with unique needs, affording you the chance to learn and progress in your career. And that progression doesn’t come at the cost of work-life balance; people are at the heart of our mission, which is why we’re committed to looking after ours.

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