Artists In Motion
(Company Profile)

Office Manager

Situated at the front of house, you’ll look after the day-to-day activity of the office and the team!

About AIM: 
Artists in Motion (AIM) is a Creative Projects Company. 
We work across cities, countries, and cultures within the world of light festivals, global ceremonies, arena spectaculars, permanent shows and installations. We bring these stories to life through creative and technical innovation. 

About the role:

As our Office Manager you’ll be a positive and diplomatic individual with a professional work ethic, working in a creative, fast-paced environment. Situated at the front of house, you’ll look after the day-to-day activity of the office and the team, supporting the Head of Creative and Managing Director, as well as supporting various areas of the business to ensure smooth operation and communication between different departments. Your proactive nature and interpersonal skills will contribute to the culture of a busy and growing creative company.

This is a unique, multi-hatted, all-rounder admin role – perfect for someone with an interest in and flair for the creative industries. Come and join our talented and experienced team in our fabulous office space in Rosebery, Sydney.


In this role, you will be responsible for:

  • Receptionist duties (be the first point of contact – greeting visitors, answering phones, coffee runs, handling courier requests and distributing all staff mail)
  • All aspects of administration support (filing, record-keeping, etc.)
  • Database management; maintaining and managing company records
  • Diary management and various email correspondence
  • Manage and maintain the office environment ensuring everything runs as expected (ordering stationery, supplies, kitchen amenities, organising maintenance, etc.)
  • Provide general bookkeeping (skills in Excel and MYOB / similar would be advantageous)
  • Arrange international and domestic travel management for all staff, including managing various bookings, travel changes and itinerary preparation
  • All visa & passport management including paperwork, documentation, and liaising with visa agents
  • Monitor and process all staff timesheets  
  • Be the main liaison point for all website and social media updates – including gathering assets and writing copy
  • Executive Assistant duties, supporting the Head of Creative and Managing Director
  • Organise all staff events – including wrap parties, Christmas parties and various other social occasions (as requested).
Desirable values, behaviours, and skills:
  • Friendly, personable, and diplomatic
  • Strong communication skills, both verbal and written
  • Resourceful, solution-based thinker
  • Problem solver with the ability to think outside the box
  • Impeccable attention to detail, accuracy and follow-through
  • Flexible, can stay back (if needed) and do whatever it takes to get the job done
  • Self-starter/self-motivated, able to take initiative
  • Possess a confidence to liaise with people of all levels
  • Ability to multi-task in a fast-paced environment
  • Planning foresight, ability to prioritise workload and issues
  • Work collaboratively with the team
  • Transparent in all processes
  • Willingness to learn new skills
  • Standard Microsoft Office software skills are essential.
  • Reception and EA experience
  • Knowledge/experience of the multi-media industry (or similar).
  • 1-2 years experience 
  • Fluent English, both written and verbal.
  • Based in Australia, with full working rights
  • Can work full time.

If this role sounds like you, please click APPLY to submit your CV and cover letter via grapevinejobs. 

To learn more about us, visit our website.

NSW - Sydney


live events / exhibitions / festivals