Assistant – Studio Operations

About the role

The role of the Assistant – Studio Operations is to manage the reception area including receiving visitors, telephone and performing general administrative duties. The role may assist with overflow work, including word processing and data entry and will support a broad cross section of personnel within the Studio. This is a casual role with opportunity to convert to permanent for the right candidate.


Key Responsibilities:

  • Welcoming of visitors and clients, handling their enquiry pleasantly and efficiently and passing to appropriate person.
  • Handling of incoming calls and enquiries by phone, internet, and mail.
  • Ordering couriers and mail: Incoming, outgoing, local and international. Ensure mail is collected, distributed and sent out in a timely manner.
  • Distributing and sorting incoming emails.
  • Provide administrative assistance as required, including typing, formatting documents.
  • Overall administrative support and coverage as required when existing administration staff are on leave.
  • Electronic filing of all correspondence and all project materials and files as required by all studio leaders.
  • Coordinate and organise meeting room diary.
  • Record all sick leave, annual leave, time in lieu and other leave in the daybook.
  • Coordinate travel bookings and provide assistance with visas and passports where required for all staff members.
  • Represent Woods Bagot as a building fire warden.
  • Create and update CV’s as required.
  • Sorting mail: Incoming and outgoing, sorting, distributing, date stamping. Purchasing stamps and express post envelopes (if required by local studio)
  • Coordinating catering for meetings (if required by local studio).
  • Maintaining studio and kitchen, keeping it clean and organised (if required by local studio).
  • Stationery ordering, including ordering of fax toners (if required by local studio).
  • Copying, binding, collating and printing as requested (if required by local studio).


About you

The successful candidate will have a positive, pro-active attitude who is willing to tackle any task. You are a people person, happy to help and work on a variety of tasks. You have great time-management skills and are a strong communicator.


You will be able to demonstrate:

  • Intermediate Microsoft skills in Outlook, Word, Excel and Powerpoint are essential.
  • InDesign skills are an advantage.
  • Background in a customer focused role.
  • Organised with excellent communication skills.
  • Pleasant and friendly phone manner.
  • Ability to prioritise tasks & manage time effectively.
  • General administration experience.
  • Can do attitude and a willingness to learn.


Benefits we offer:

In addition to working for a world class design Studio you will enjoy benefits such as:

  • Paid Parental Leave Employee Assistance Program
  • Employee Referral Program
  • Annual Discretionary Bonus
  • Support scheme for Architectural Registration
  • Working on some of the most interesting and complex projects in Australia alongside a talented team


How to apply

Applicants are required to submit a cover letter and resume via our Seek Job Ad Applications will be treated in the strictest confidence. We do not accept unsolicited resumes or names from agencies.

All personal data collected by the Company will be kept confidential and only used for recruitment purposes.


Mandatory requirements

It is an essential requirement that at the time of applying for this position, applicants must have the legal right to work in Australia.


About Us

Woods Bagot prides itself on driving Dynamic Careers. We believe that our people’s potential are released through opportunities and experiences which are the reward for contribution, initiative, and personal accountability. Our job is to help enable you to take your career to the next level.

If you have the knowledge, skills, and experience for this role, we would love to hear from you!


Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, colour, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.

At Woods Bagot, we are committed to creating an environment where difference is celebrated, valued and respected, practices are equitable, and our people feel like they belong. We accept that none of us is smarter than all of us. We believe building a diverse workforce is the foundation to creativity and innovative design – it is only by working together that we can realise the potential of our people, clients and communities around us. Through our inclusive leadership and our truly global studio network of strategists, experience designers and scientists, you will find your voice and have the support and flexibility required to bring your whole self to work and build an exceptional career.