Personal Assistant / Office Manager – Part Time (8 am – 12pm Monday to Friday)

SWIISH


Personal Assistant / Office Manager – Part Time

8 am – 12pm Monday to Friday

SWIISH is an online destination that inspires a healthy and stylish life.

We are a fast moving, exciting, creative environment. We are a content and commerce business, which includes a blog, online store and our own products.

We have a fun, enthusiastic, flexible and driven team who bring their all, each and every day - because we all love working at SWIISH.

Due to growth in the business we are looking for a part time Personal Assistant to support the two co-founders.

This role requires an incredibly well organised individual with excellent judgment, the ability to multitask and a hands on, roll-up-your-sleeves attitude.

As a key voice of our company, it’s critical that you adopt the persona of SWIISH and the co-founders. You are also responsible for setting the tone for all office business, particularly when answering phones and greeting guests.

Duties

Your responsibilities will include:

  • Managing personal and business diaries and appointments
  • Set up appointments, coordinate logistics for meetings
  • Office management – overseeing of all office maintenance, purchase of office supplies, ensure any IT requirements are managed and addressed, maintain office ambience and cleanliness
  • Assist in setting up photo shoots, interviews, appearances, events etc
  • Coordinate all personal and business travel including booking of flights, accommodation, transport and other requirements
  • Maintain and update all technology including phones, iPads, laptops, WiFi etc. Maintain and organize personal iTunes, photo libraries, Dropbox and Google Drive
  • Assist with accounts, bill paying and filing
  • Managing deliveries, sending gifts etc
  • Run errands as needed, including groceries, receiving deliveries, liaising with and being present for suppliers e.g. cleaners and other maintenance
  • Step into shoes of another role if required e.g. school drop off
  • Preparation of meeting materials
  • Being across social media (particularly Instagram and Facebook) and identifying opportunities for SWIISH e.g. collaborations or PR
  • Being available outside of core hours to answer texts or calls if needed

To be successful in this position, you will need:

  • Prior experience in a PA / EA role (at least 3 years)
  • To be dependable, ultra professional, and have excellent people skills. You understand that you’re representing the brand and maintain a professional attitude and appearance at all times.
  • To be a strong, confident, ''take charge'' individual who doesn't get flustered when faced with challenges, no matter how big or small.
  • A ''yes'' oriented attitude; i.e. be a driven person always aiming to exceed expectations
  • To be thorough, organized and anticipate needs, as well as what’s coming next. You need to be a completer-finisher, follow timelines and meet deadlines.
  • Outstanding verbal and written communication skills with second to none attention to detail
  • The ability to take direction, multi-task, know what to prioritise and make decisions in a fast paced environment
  • A flexible attitude – no task is too big or too small
  • To be tech savvy, and to have substantive experience using a MAC. You also have advanced skills in Microsoft Word, Excel and other programs
  • To have expertise in using social media and be passionate about lifestyle categories, particularly health and fashion
  • The ability to step outside of the normal scope of such a role – i.e. assist wherever required, even if it means stepping into the shoes of another role
  • A willingness to go above and beyond what may be considered everyday working patterns
  • A deep respect for and ability to maintain confidentiality

We are a fun, outgoing team of passionate people who truly believe in sharing with others ways to live a fabulous, yet affordable life. We have a strong company culture that is grounded in teamwork.

We offer rewards and generous staff discounts and of course, the opportunity for you to expand your career in a growing business.

Please email your cover letter - include info about your suitability for this role, together with your resume to maha@swiish.com.au. You must be able to work either 9am - 1pm Monday to Friday OR 1pm - 5pm Monday to Friday - please indicate which of these you would be able to work when sending your cover letter.

If you really want to wow us, please also include your social media handles (Instagram in particular) and tell us what you know about SWIISH and why you want to be part of our incredible team.

Note: only those candidates selected for an interview will be contacted. You must possess the appropriate citizenship status or visa rights for Australia in order to be able to work on a permanent part time basis.

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