Office Manager
3 weeks ago
Office Management (Administration & Office Support)Full timeAbout The Designers Institute of New ZealandThe Designers Institute of New Zealand (DINZ) is a not-for-profit organisation providing a voice for all designers across all disciplines, representing design as a profession and industry in Aotearoa. We represent the best interest of all NZ designers practicing design in graphics, digital, spatial, product, motion, design in business, and education. We exist to grow community and collegiality between members because people are the heart and soul of great design work and a thriving industry. For more, visit designersinstitute.nz.The RoleWe are looking for a self-motivated, detail-oriented administration and accounts superstar, who is likely looking to join a smaller team to get more scope, ownership, and growth. You could even come from a role within the travel industry, as you'll bring your high attention to detail, strong customer service ethic, and knack for planning and logistics to this busy, varied role based in the DINZ office in Newmarket, Auckland.As Office Manager, your first few months will involve coming up to speed with DINZ's well-established systems and processes. As there is a fixed schedule of events that occur year-on-year, it will take the full year cycle to get really familiar with every aspect of how DINZ operates, all while ensuring the smooth running of the office, and overseeing the events and memberships aspects of the organisation from an administrative perspective. From there, there will be scope in the role for you to become the CEO's 'right-hand-person', where someone with initiative and capability can step up and take ownership of the day-to-day running of DINZ, supporting staff and directly impacting the effectiveness and success of DINZ, all within a supportive work environment.Key Responsibilities:Sponsorships: Support the CEO with onboarding sponsors, creating proposals, attending sponsorship meetings for note-taking and follow-up purposes, ensuring sponsorship documentation and onboarding is completed and the sponsor experience is smooth and to DINZ standards.Professional Peer Accreditations: Manage the end-to-end peer accreditation process.Administrative Support: Provide general administrative support to the CEO and the rest of the team, including managing correspondence, scheduling meetings, maintaining office supplies, and updating internal documents.Office Operations: Manage day-to-day office operations, ensuring a well-organised and productive work environment.Oversee Event Coordination and Memberships: Oversee the planning and coordination of events and all that comes with managing our DINZ memberships.Communication and Customer Service: Manage inquiries and foster positive relationships, working with the Events and Memberships team members to communicate to members and the wider community via email and on social media platforms.Technology Management: Oversee office technology and equipment, troubleshooting issues and coordinating with IT support as needed.Accounts: Be able to perform basic accounts and reconciliation duties.Skills, Experience & AttributesYou will be responsible for taking care of all the little things that make a big difference around the office. We need someone with a "can do" attitude who takes pride in everything they do. It is essential that you have strong communication skills, a keen eye for detail and accuracy, a learning mindset and have the following skills and attributes:5+ years of administration experience (and you may be seeking a change from a travel agent background?)Ability to take direction, follow processes and take full ownership, taking initiative once you're up to speedStrong sense of accountability and the energy and passion for delivering excellenceTech savvy and competent in the use of the Microsoft Office suite (Word, Excel, PowerPoint etc.), Photoshop, Google Workspace, Xero, social media platformsExcellent written and oral communication skills to engage with members, suppliers and all areas of the businessHighly organised - you will have the ability to handle multiple priorities, plan and work to deadlines and work well under pressure in a fast-paced environmentSelf-motivated; pro-active and a good team playerPositive mindset; adaptable and reliableUnderstanding of a not-for-profit organisation and passion for the mission and values of DINZ.The DINZ TeamThe DINZ team is a small team committed to delivering excellence to the New Zealand design industry, led by a supportive and experienced CEO with long tenure within the organisation. You'll be joining an organisation that is renowned for consistently delivering successful events and adding strong value to its members. As such, it's a dynamic work environment where no two days are the same; we support each other, care about team wellbeing, and keep a well-stocked supply of biscuits on hand This is a full-time role (9am to 5:30pm, Monday to Friday), based in the DINZ Newmarket office, with onsite parking available.How to Apply:If this sounds like you, send your covering letter and CV via the 'Apply Now' button.
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