Office Manager & PA to Founding Director
Salary: $65,000 - $78,000 + super (negotiable)
Hours: Full time (Part time may be considered)
In a nutshell
You’re caring, organised and efficient. You love to get things done and create processes and environments that support people to do their best work. You care a lot about helping people, and you can apply that mindset to clients as well as to our Founding Director.
Why you might love working with us
A small team with big ambitions, we are passionate about creating places that prosper, and we do it differently.
We know that ‘placemaking’ is much more than public art, and ‘engagement’ is much more than community meetings. We always strive to deliver work which is impactful and locally nuanced. We work across place strategy, research, engagement (both community and stakeholders) and implementation, and we bring these lenses to every project.
We are not motivated by vanity metrics such as revenue growth or billable efficiencies. We build incredible relationships with our clients, and love seeing real change in the organisations and communities that we work with. We work side by side with our clients to help them scope, deliver and sustain real world impact, and we are always looking at how we can ‘raise the bar’.
How we work
We have an awesome office in Teneriffe, and are fortunate enough to share with one of our collaborators. While we all love to come into the office, our project team are regularly on the road, working with clients and communities across Australia.
We care deeply about the work that we do and the problems that we solve for our clients, and we are always looking at what we’ve learnt, and how we can bring that into the next project.
Although we are dedicated to great project outcomes, we are also kickass project managers, always balancing project outcomes with available hours and resources. Whether it’s a site visit with a client, facilitating a large stakeholder meeting, or writing a summary report, there is always a lot to get done and no week is ever the same.
Working with the community may mean we need to flex our schedules to be available when they are (including some evening and weekend work). But we also care about our families and personal lives, so we flex for that stuff too by providing hybrid work options so you can get the balance right.
As Office Manager, this role will require your steady hand in the office to support the team, but you can also work from home on occasion if that suits you.
We’re not your average consultancy, we’re purpose driven and our team are immensely proud of our unique work methods and strong client relationships. If you’re driven to work with a team that cares, on problems that matter, we’d love to hear from you.
Who you are
You love to get stuck into the day to day tasks typical of a PA to a busy Managing Director, while also holding space to proactively prepare for the weeks ahead.
You bring a passion for the processes needed to support a team.
You love to learn new skills, and are particularly comfortable with exploring tech solutions to support your work.
While you love your daily work, you know that sometimes curve balls will come up that need your attention.
You can be counted on for making sure nothing gets missed, and your attention to detail means your colleagues can rely on you.
You know that the little things count, and you love to help people to smoothly move through their day.
You’re as adept at organising a social event as you are at recording receipts in Xero or Workflow Max.
You care about people, and you know when to quietly sort things out without interrupting, and when to bring some humour.
While you love people, you’re also pretty independent. Smoothly moving between the solo admin tasks, and the people-oriented social stuff is easy for you - you really like to feel useful.
You may have done all of these things before; or maybe you’ve just done enough to know you will be able to figure it out.
You love being part of a team and are happiest collaborating with others, especially cross-functionally.
You’re always open to both receiving and giving feedback and value perspectives that might not agree with yours.
You possess a self-starter attitude and strong work ethic, with the ability to adapt to rapidly changing and ambiguous environments.
Picture yourself in the role
You’ll be part of a team of 5 -10 staff members based in Brisbane.
You’ll be the PA to our Founding Director Brooke, as well as our Office Manager, and you’ll also be involved with client support from time to time, including providing some support on projects.
You’ll work with our team to foster the right environment for everyone to get their best work done, and support the business’ general administrative needs.
If you were here this week you would have:
Kept an eye on Brooke’s inbox, responding directly to people when you can, or bringing things to Brooke’s attention if she needs to respond directly.
Found some tips for the Out of Office tool in calendars, and wrote up a short summary to share it with the team.
Helped Harriet by tidying up the formatting in a new project proposal before sending it off.
Made some minor updates to the website to fix outdated information.
Liaised with the accounts manager to make sure Xero was up to date and that they had what they needed to complete the monthly accounts and process payroll.
Photographed and then typed up a bunch of handwritten notes from a project meeting.
Prepared for the team All Hands meeting this week by double checking everyone’s availability, and pre-ordering lunch.
Rearranged some meetings in Brooke’s calendar to allow her to fit in an important meeting with a possible client.
Used the Fourfold style templates to create an invitation to a community meeting in InDesign, then arranged 500 prints.
Set everything up for a new hire to start work with us on Monday, including ordering their tech equipment; setting it all up on their desk; sending them a friendly email letting them know what to expect on their first day; gathering and filing all their tax, bank and super details; and then adding a personal welcome note for a finishing touch.
Answered the phone, or greeted a client as they arrived in the office.
Dug around in Brooke’s historic emails to find a piece of important project information, then briefed Brooke.
Attended a community engagement session to help sign in guests and take notes.
Ordered some more post-it notes, tim tams and other things from Officeworks (we use a lot of post-its!).
Attended the monthly team ‘Retro’ meeting, where we worked together to identify improvements to our work
Perks and Benefits:
Hybrid work flexibility: Our team loves in-person collaboration but also works from the location that helps them do their best work. Our systems are set up so we are always connected remotely.
Access to a learning budget: Your team has a shared learning budget so you can discuss the possible learning opportunities and decide together how best to spend it.
Travel: Our work takes us into communities all around Queensland, New South Wales and Victoria.
Keen to apply?
If you’re keen to get to know us more, then please let us know by completing the following link. You’ll be asked to send us a link to your Linkedin profile, and answering the following questions:
How do you keep yourself organised? How do you prioritise when there are lots of small things on your to do list?
Tell us about a time when your helpfulness or attention to detail made someone’s day.
Write us a 150 word response to this email:
Hi Brooke,
Our Director, James, asked me to get in touch with you. He saw you speak recently, and is interested in hearing about how our Council could work with Fourfold to help us with a community project. Could you please let me know when you would be available to have a coffee with James?
Thanks, Cathy (EA to the Director of Communities)
We’ll email you to confirm once we receive your application. We are interviewing as we receive applications, and will remove this listing when the role has been filled.
If you have any questions, or would like to check the status of your application, then please email us at recruitment@fourfoldstudio.com.au