Reception

Rather than repeating the list, see the previous roles listed for an accumulation of the base-level requirements of IE's reception.

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Office Management

In addition to duties already mentioned for previous roles: 

• Management of trades and services to ensure maintenance of the office building 

• Liaise with building owners to discuss any fixed repairs, maintenance, upgrades required to the building, and to discuss rent renewals and terms 

• Continuous work on seating and growth mapping within the physical office space to allow for rapid scaling and team movements as projects scale and change

• Training, supervision and support of junior office assistant / receptionist

• Renovation and styling planning to maintain workflow, create formal and informal meeting spaces, workshop and war room areas, and maintain quality furnishings 

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Event Logistics 

Events organised by and/or hosted at IE  - including Silicon Block Party, curated Executive Luncheons, day bespoke Agile Training workshops, various meet-ups (F*ck Up Nights, Girl Boss).

 

While the IE Marketing team own the events and manage the guest list, talent, messaging, marketing, content, runsheet etc, I would report to them while focusing on the logistical set up, including: 

• Planning and organising all event on-ground logistics from venue floor plans and run sheets, to liaising with the venue, to confirming and supervising tech, audio, lighting, food and drink vendors

• Ensuring proper planning and preparation done before event day

• Supervising and manually helping with bump in and set up 

• Managing physical event run - ensuring everything goes smoothly and any last-minute fixes or forgotten tasks are remedied quickly and without fuss

• Liaising with vendors throughout event to ensure things are running smoothly and to plan

• Acting as mediator to any unhappy guests or neighbour complaints

• Ensuring venue and all vendors are properly and securely packed away before the event closes

• Supervising and assisting with bump-out and pack-down, ensuring nothing is left behind 

• Follow up communications with all contacts, vendors, suppliers following the event

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Personal and Executive Assistance 

• Property Management - organising utilities, managing accounts, payment of bills, management of trades and services 

• Management of loyalty programs, subscriptions and memberships to ensure highest tier enrolment and benefits claimed 

• Acting as gatekeeper to ensure CEO has time free from interruptions 

• Anticipating the need for scheduling to be changed based on current situation, state of mind or goings-on 

• Vehicle Management - insurance, registration, garaging, repairs and servicing all kept up to date 

• Restaurant and show bookings - with upgrade requests where possible 

• Liaising with business and personal contacts to maintain connections when the CEO is unavailable 

• Diary management and coordination of meetings and catch ups - ensuring time is allocated for meals and breaks 

• Important dates reminders - birthdays, anniversaries etc. - and organising cards and gifts accordingly 

• Checking in to ensure all is well. (Being at the top can be isolating - a PA/EA is there for you! 

• Ad hoc requests for friends and family! (it's part of the package) 

• Any other ad hoc requests 

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Optional Extras 

Some additional things I ensure are taken care of:

• Moral support for team members 

• Ad hoc project support as needed: copy proofing, document and/or diagram creation, document formatting, audio and video transcribing ... I'll give pretty much anything a go

• Ensuring team members are not over-working themselves and keeping an eye out for those under additional pressure 

• Projecting a light, bubbly, enthusiastic personality to promote the happy, comfortable, 'family' culture at IE