Company overview:

COX is a design-focused contemporary architectural practice with studios located across Australia and Auckland, and a 60-year history of working on global projects.

We work within a collegiate framework allowing the best ideas emerge meritocratically – we are ‘by the many, for the many.’ Our Practice is some 500 talented architects, urban planners, interior designers, graphic designers, researchers, digital visualisation experts, admin and more. We continuously seek the brightest minds to innovate around design, process, and typology.

We design with purpose, creating spaces that stand the test of time both in aesthetics and functionality. Our philosophy is to Create to Last, ensuring our projects not only endure but thrive. We champion the principle of Do More, with Less, leveraging innovative solutions that are not just sustainable, but regenerative. Our strength lies in our ability to Embody Diversity, drawing on a multitude of perspectives to enrich our designs. We Lead with Empathy, deeply engaging with the needs of our communities and clients, creating architecture that resonates and inspires.

Our team is built on a foundation of cultural connections that celebrate the diversity of our people, projects, and places. We believe this is essential to creating meaningful and enduring designs. We strive to foster a sense of community and belonging.

This job ad was created on Tardanya on Kaurna Country. COX respectfully acknowledge the Traditional Custodians of Country throughout Australia and their connections to land, water and sky. 

About the role:

The Executive Assistant (EA) shall work with the Director’s, Associates, Studio Manager, and team members to provide support to the Studio. The EA shall support the leadership team by offering administrative assistance and support for a variety of responsibilities.

Key responsibilities for Directors:

Support

• Monitor and manage Director’s emails daily and actioning as required through to resolution
• Prepare weekly email summary and ‘to do’ list for each director
• List emails that require immediate attention and bring to attention to director
• Action 2nd tier emails on behalf of director, taking the initiative in consultation with the director
• Pro-actively follow up on action items with other stakeholders
• Preparing communications on behalf of a director as required
• Complete Director’s timesheets and manage their leave requirements
• Preparation of expense claims for directors
• Ensuring Directors desks are kept organised and clean
• Organise meetings and arrange conference/zoom/teams calls
• Answers emails with an appropriate greeting, salutation, signature, or standard closing
• Initiate contact with clients by email, letter, or telephone to answer questions or provide information concerning projects
• Follow up on client issues until they are resolved
• Conducting or preparing any research that the Director may require
• Supporting Directors by offering beverages and meals as required
• Supporting directors occasionally with out of hours meetings

Diary Management

• Pro-actively manage diaries
• Manage calendars, email, phone, and face-to-face meetings
• Ensure directors are aware and are prepared for meetings
• Ensure meeting rooms are ready before each meeting
• Ensure meetings are confirmed with participants

Other

• Prepare monthly Board of Management reports for the Adelaide Studio
• Arrange travel plans for Director’s and employees, including flights, car rentals, hotel accommodation
• Purchase airline tickets and other travel tickets when necessary

Key Responsibilities for Studio Administration:

• Receive and greet clients
• Reception – 2nd chair and relief for reception
• Prepare fortnightly Management meeting agendas and record minutes of meetings
• Taking notes and writing minutes during meetings
• Organising functions both for clients and the studio
• Meeting room preparation and set up, including catering and AV requirements
• Provide support to Finance & Operations Manager in the management of the studio administration
• Run errands as requested
• Assist with organising meetings, attendees by email, phone, etc
• Create and modify documents using Microsoft Office products including Word and Excel
• Perform general clerical duties, to include but not limited to photocopying, scanning, and filing
• Event co-ordination and catering
• Assisting with Work, Health & Safety and Quality Assurance office requirements
• Other duties as required

Receptionist Support (as required)

• Manage and redirect all incoming calls and enquiries
• Co-ordinate bookings for internal and external meetings
• Meeting room prep, set-up including catering and AV requirements
• Co-ordination of building maintenance requests through the building manager
• Ordering of kitchen, stationery and other supplies as required
• Maintain the archive records
• Distribute mail and co-ordinate couriers
• Maintain coffee machine

Experience:

• At least 5 years’ experience in a similar role
• Experience partnering with management teams
• Excellent interpersonal skills
• Ability to build effective relationships
• Strong communication skills, both written and verbal
• Strong organisational and time management skills
• Strong attention to detail and accuracy
• Proactive, hands on approach with a willingness to learn
• Ability to resolve complex issues
• Adaptable and forward thinking

If you are a team player with an interest in architecture and design, then we would like to hear from you.

To apply please forward a cover letter and CV to Careers@cox.com.au