Executive Team Assistant & Office Manager

Role Summary

The Executive Team Assistant & Office Manager provides administrative oversight of day-to-day office operations, supports senior leadership, and plans and coordinates internal and external events. The role includes supporting the international rollout of Telix's imaging agent and helping advance late-stage oncology programs. The position requires a proactive, highly organized professional with strong communication and multitasking abilities to foster a productive workplace and reflect the company’s priorities.

Responsibilities

• 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.

Qualifications

• Required: 5–7 years of office management experience, preferably in a fast-paced, dynamic environment.
• Required: Proven experience in planning and executing successful events (corporate, internal, or client-facing).
• Required: Strong leadership and team management skills.
• Required: Excellent communication, interpersonal, and organizational abilities.
• Required: Tech-savvy with proficiency in Microsoft Office, Google Workspace, and project management tools (e.g., Asana, Trello, or Monday.com).
• Required: Budget management, Purchase Order creation/management and vendor negotiation experience.
• Required: Ability to handle sensitive and confidential information with discretion.
• Required: Comfortable working both independently and collaboratively.
• Preferred: Experience in a high-growth or multi-office environment.
• Preferred: Familiarity with virtual event platforms (e.g., Zoom, Hopin).
• Preferred: Basic design skills for creating event materials (Canva, Adobe, etc.).

Skills

• 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.

Additional Requirements

• Work may require occasional evening or weekend work during events.