Executive Assistant

Role: Executive Assistant

Department: Corporate Services

Reports directly to: Chief Operating Officer & Chief Executive Officer

TBWA REPRESENTS

Disruption has never been a catchphrase or a trend. It’s a mindset. It’s a behaviour.

We don’t dabble in Disruptive thinking. We embody it, day in and day out.

When we solve problems, we do it collectively. None of us is better than all of us.

Together we strive to create disruption the world needs.

OVERVIEW

We’re on the lookout for a highly organised and level-headed Executive Assistant to join our Sydney team, reporting into the Chief Operating Officer (COO) and Chief Executive Officer (CEO).

The position requires a high level of integrity and trust as you’ll likely be exposed to confidential information that you’ll be required to treat with sensitivity.

PURPOSE

As an Executive Assistant you will be required to be organised, proactive and able to think ahead. In a short period of time, we expect you to be a well-respected integral part of the CEO and COO’s professional lives.

YOUR IMPACT

You will provide help through a wide range of duties, including diary/email management, resourcing key projects your Executive is on, expenses, travel management and client partnerships. On top of these duties will be ad hoc jobs as they arise in the busy lives of the CEO & COO; these could be as simple as making a reservation at a restaurant or adding someone to their contacts on Outlook.

YOUR RESPONSIBILITIES

• Staying organised and managing time and workspace
• Upholding a strict level of confidentiality
• Representing the executives to others in the agency
• Developing and sustaining a level of professionalism among staff and clientele
• You will occasionally be required to help make travel arrangements for those outside your direct stakeholders
• Ability to work closely with fellow EA to ensure important meetings are locked in the diary with no clashes
• Work closely with Office Manager and help support office related queries when needed
• Helping to set up and manage Leadership & Management meetings
• Expenses- completing expenses once per month per boss
• Timesheets, updated weekly
• Respond promptly to managers’ queries
• Resource key projects your executive is working on
• Have knowledge of office procedures and have a good relationship with Front of House manager
• Have strong communication skills with admin and management team
• Facilitate internal communications e.g. Distribute information and schedule presentations

YOUR SKILLS AND EXPERIENCE

• Proven experience working as an Executive Assistant to senior executives
• Have impeccable communication skills
• Able to multi-task to cope with the demands of a fast paced, reactive and rapidly growing business.
• Strong organisational and communication skills are a must as is having a fantastic eye for detail and accuracy.
• Strong PowerPoint skills to help with building presentations
• Must be confident in liaising with all departments at varied levels
• Demonstrate a high degree of pro-activity and resourcefulness and maintain a professional approach to all elements of the role.
• Be able to approach all problems and issues with a positive ‘can do' attitude A great trouble-shooter - ability to think clearly and calmly when faced with issues or problems
• Prior knowledge or understanding of online production and creative development processes a plus
• Be able to work closely with finance and learn D365 systems to raise PO’s
• Prior knowledge or understanding of D365 systems, you will be monitoring expenses, timesheets and PO’s on this platform
• Excellent attendance and time management skills

WHY TBWA

We’re a global collective of creative minds, united by a shared belief in the power of Disruption. At TBWA\Sydney, you’ll be part of a supportive, ambitious team that values fresh thinking, diverse perspectives, and bold ideas.

If you’re an Executive Assistant, ready to grow, learn, and make your mark—we’d love to hear from you.

WHAT WE’LL BRING TO YOU

Working at TBWA\Sydney—and across the TBWA Collective—comes with a range of benefits designed to support your personal and professional growth:

• Flexible working arrangements
• Professional development programs and access to global learning resources.
• Paid time off, including annual leave, personal leave, and public holidays.
• Wellbeing initiatives, including mental health support and wellness programs.
• Parental leave and family-friendly policies.
• Regular cultural and social events to foster connection and creativity.
• Global mobility opportunities within the TBWA Collective network.
• A collaborative, inclusive, and creatively ambitious workplace culture.

Apply now or reach out to [email protected] for more info!