P&C Team Executive Assistant

oOh!media is a leading Out of Home media company that is enhancing public spaces through the creation of engaging environments that help advertisers, landlords, leaseholders, community organisations, local councils and governments reach large and diverse public audiences.

The company’s extensive network of more than 37,000 digital and static asset locations includes roadsides, retail centres, airports, train stations, bus stops, office towers, cafes, bars, and universities.

Listed on the ASX, oOh! employs around 800 people across Australia and New Zealand.

The company invests heavily in technology and is pioneering the use of sophisticated data techniques that enable clients to maximise their media spend through unrivalled and accurate audience targeting. Find out more at oohmedia.com.au

Reporting to the Chief People & Culture Officer (CPCO), the People & Culture (P&C) Team Executive Assistant plays a key role in supporting the performance of the P&C function by providing proactive administrative support to senior P&C leaders, supporting financial and vendor management, assisting with governance and reporting, coordinating events, supporting reward & recognition programs, and support for P&C operational processes.

The role requires a highly organized and detail-oriented individual who can work efficiently across multiple projects, collaborate with stakeholders, and enhance employee experience through effective coordination and communication. 

Senior Leader Administration Support

• Diary management to the CPCO, Facilitate travel bookings/schedules and expense management support for CPCO and P&C leadership team.
• Support the design and production of documents, reports, and presentations.
• Assist with administration associated with Board reporting and processes such as creating agendas, tracking status actions, proof-reading and formatting documents, creating/uploading board packs.
• Governance and Reporting support for CPCO and P&C Leadership Team
• Reward, Benefits and Recognition support - eg. Monthly & Quarterly Awards, primary point of contact for corporate partnerships and benefits-related inquiries. Support activities related to the Annual Wellbeing Calendar in collaboration with key vendors

Financial & Vendor Management

• Vendor coordination, Process purchase orders, invoices and reconcile payments. 
• Track contract dates, renewals, and liaise with Accounts Payable. 
• Track purchase orders and invoices against the P&C and Work Safety Environment (WSE) budget.

P&C Team Coordination

• Participate in P&C meetings including leadership meetings, support creation of agendas, action items, and minutes.
• Coordinating P&C Team meetings (monthly Town Halls, fortnightly Leadership Team meetings, offsite development workshops).
• Oversight of planned leave across the team. 
• Supporting team activities such as contributing to the P&C social committee. 
• Event Coordination - support enterprise-wide Town Halls & P&C hosted events. 
• Support new P&C Team induction & onboarding. 
• Provide Workplace Health & Safety Support eg. Assist with coordination of First Aid Officers and Fire Wardens.
• Ad-hoc admin eg. updating distribution lists, catering requests, updating employee training schedules, leaving cards, IT requests.