EA & Workplace Experience Specialist

About the role:

As the Executive Assistant/Workplace Experience Specialist at Tyro you will provide executive-level support, while also driving initiatives that enhance our workplace culture and employee experience.

This dual-role is ideal for someone who thrives in a fast-paced environment, is passionate about organisational excellence, and enjoys creating a positive, engaging workplace for all team members. 

The primary focus of this role is to provide executive assistance to two members of our Executive Team (CPO and CTO). In addition, you will be responsible for the day-to-day management of our Sydney Head Office and supporting the wider Workplace Experience (WE) function at Tyro. 

What you'll do:

Executive Support

• Provide executive assistance to the CPO and CTO, including diary and inbox management, scheduling meetings and coordinating travel arrangements.

• Manage expenses, invoices and budget tracking where required. 

• Act as the primary point of contact between executives and internal/external stakeholders as required, ensuing timely and professional communication. 

• Prepare agendas, take minutes, and coordinate actions for external and internal meetings. 

• Support the planning and executing of meetings, events and team activities. 

• Draft and manage correspondence, reports, and presentations as required. 

• Proactively anticipate executives’ needs and provide solutions to ensure seamless day-to-day operations. 

Workplace Experience

Reception Duty:

• Manage all front-of-house activities, including welcoming staff and guests, handling deliveries and mail, answering calls, and directing inquiries to the appropriate person.

• Ensure the reception area is fully operation and professionally presented during standard working hours (8:30am - 5pm).

Office Management:

• Maintaining kitchen supplies and vending machines twice a week.

• Maintain office supplies when needed.

• Perform weekly maintenance on all coffee equipment.

• Stock up wine fridge for weekly Friday drinks and monthly Mindshare.

• Coordinate repairs and maintenance, liaising with external vendors and service providers.

• Manage and maintain meeting rooms, including wiping down whiteboards, straightening chairs, and ensuring spaces are ready for use.

• Work closely with the Head of Workplace Experience on all office management matters, implementing agreed policies and procedures, and escalating issues where necessary.

• Conduct fortnightly floor walks to identify and address Workplace Health & Safety (WHS) hazards (e.g. cords, obstructions), and support other WHS duties as required.

• Manage digital displays, including the Big Screen and general TVs, by updating and scheduling content weekly.

Administration:

• Manage the Workplace Experience mailbox and Slack channels to ensure timely responses and effective communication.

• Oversee budget management of office costs, including monthly reporting of key items.

• Coordinate domestic and international travel arrangements for employees as needed.

• Organise couriers as needed.

• Organise Tyro's weekly shopping list.

• Complete monthly reconciliation of Workplace Experience expenses.

• Manage building facilities and equipment, including the administration of building security and access for employees.

• Oversee the management of visitors and escalate issues as required to maintain the physical security of the Tyro office.

Event Management

• Support the planning and delivery of events and celebrations, including Blitz Hackathons, weekly drinks, monthly Mindshare sessions, and wellness initiatives.

• Coordinate and manage team catering requests as needed.

Onboarding and Off-boarding

• Conduct office tours for new starters to familiarise them with facilities and workplace processes. 

• Organise and issue building access cards for new starters, and deactivate cards for leavers. 

• Maintain the building access card spreadsheet and update the Brivo online card system for both new starters and leavers. 

• Complete all off-boarding documentation via Adobe and escalate to People Partners if processes are not being followed. 

What you'll bring:

• A proactive mindset and ability to identify what needs to be done.

• Knowledge of office administrator responsibilities, systems and procedures.

• Proficiency in MS Office (Excel, Outlook and Powerpoint, in particular).

• Excellent time management skills and ability to multi-task and prioritise work.

• Attention to detail and problem solving skills.

• Strong organisational and planning skills in a fast-paced environment.  

• A creative mind with an ability to suggest improvements.