Sydney Workplace and Executive Operations

About Us:

We're on a mission to make it possible for every person, team, and company to be able to tailor their software to solve any problem and take on any challenge. Computers may be our most powerful tools, but most of us can't build or modify the software we use on them every day. At Notion, we want to change this with focus, design, and craft.

We've been working on this together since 2016, and have customers like Pixar, Mitsubishi, Figma, Plaid, Match Group, and thousands more on this journey with us. Today, we're growing fast and excited for new teammates to join us who are the best at what they do. We're passionate about building a company as diverse and creative as the millions of people Notion reaches worldwide.

Notion is an in person company, and currently requires its employees to come to the office for two Anchor Days (Mondays & Thursdays) and requests that employees spend the majority of their week in the office (including a third day).

About The Role:

Notion is excited to operate as an in-person company across our 7 global offices (San Francisco, New York, Dublin, Hyderabad, Seoul, Tokyo & Sydney). We believe that creative magic happens when we're collaborating in-person. We also believe that being in the same physical space is the key to building a lasting culture.

We're looking for a Sydney-based Environment & Executive Operations Coordinator who shares our vision, and is excited to help create a warm and welcoming experience for employees and guests. The right candidate will report to our International Workplace Manager, loves to create delightful experiences for employees, possess a 'no-job-is-too-small' attitude, and has a creative sparkle.

What You'll Achieve:

Workplace

• Office Experience: Create a welcoming, friendly, and professional office environment, ensuring the office feels like home for employees and guests.
• Global Alignment: Collaborate with the global environment team to maintain a consistent Notion feel and culture across our global offices.
• Office Management: Oversee day-to-day operations in the office, including deliveries, space planning, decor, kitchen stock, waste management, mailroom, and office supplies.
• Vendor Management: Support relationships with external vendors, such as cleaning services, repair and maintenance contractors, and food/beverage providers. Manage Notion's snack program, supporting locally owned businesses as we scale.
• Culture Builder: Craft fun & engaging team offsite experiences, celebrate birthdays and anniversaries, new family members, and promotions to ensure employees continue to feel valued and connected. Champion our global affinity groups and programs, fostering inclusivity and cultivating stronger connections within our diverse community.
• Safety & Security: Manage access and badging systems to ensure workplace safety and compliance, closely partnering with the security team to assess risks and make informed decisions regarding employee health and safety.
• Event Management: Organize world-class events, including internal office and company wide celebrations, and external community events and programming

Executive Assistant

• Meeting Aficionado: Organize, attend, and track key GTM meeting notes and manage meeting agendas, notes and minutes and action items.
• Manage Calendar, Travel & Expenses: Handle the operating calendar, schedule travel arrangements (flights, hotels, transportation, dining, etc.), and manage expense reports for both yourself and your executive.
• Project Management: Drive key projects and initiatives from inception to completion, ensuring milestones are met and stakeholders are informed throughout the process.
• Communication Hub: Act as a central point of contact for internal and external stakeholders, managing correspondence and maintaining strong relationships.
• Meeting Materials: Prepare presentations, reports, and other materials needed for executive meetings and presentations.

Skills You'll Need to Bring:

• 2+ years of workplace or event management experience.
• Innovative mindset with a creative spark, always seeking innovative ideas to surprise and delight employees.
• Strong emotional intelligence (EQ) and proven ability to build relationships with individuals at all levels of the organization.
• Flexibility to adapt and switch between various responsibilities.
• Organized and detail-oriented: Strong attention to detail, able to stay calm under pressure, a quick thinker, create order of out chaos
• Effective communicator: Ability to communicate the priorities of leadership within Notion, whether it is by written, verbal, or group communication
• Event experience : Experience organizing team events with hundreds of people, as well as multi-day events with smaller groups of people, such as an executive offsite
• Discreet: Demonstrated ability to maintain complete confidentiality on all business matters

We hire talented and passionate people from a variety of backgrounds because we want our global employee base to represent the wide diversity of our customers. If you’re excited about a role but your past experience doesn’t align perfectly with every bullet point listed in the job description, we still encourage you to apply. If you’re a builder at heart, share our company values, and enthusiastic about making software toolmaking ubiquitous, we want to hear from you.

Notion is proud to be an equal opportunity employer. We do not discriminate in hiring or any employment decision based on race, color, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), marital status, ancestry, physical or mental disability, genetic information, veteran status, gender identity or expression, sexual orientation, or other applicable legally protected characteristic. Notion considers qualified applicants with criminal histories, consistent with applicable federal, state and local law. Notion is also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, please let your recruiter know.

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