Be Part of Our Next Chapter

For over almost 60 years, our solutions have enabled impactful connections between some of the world’s leading brands and their customers. And while we’ve already done a lot of work we’re proud of, we’re just getting started!

We’re a global technology company focused on creating dynamic, smart, personalized and engaging customer experiences powered by our range of digital hardware, our proprietary content management system and our industry leading signage solutions. (For example: If you’ve ordered in-store or in the drive-thru at McDonald’s somewhere in the world in the last few years, chances are you’ve interacted with our digital solutions.) We work in over 50 global markets and have 9 offices around the world, with a global headquarters proudly located in our founding home of Sydney, Australia.

Coates Group has the values of a family-owned business and the innovative spirit of a start-up, both which fuel our purpose – Creating Connections. Empowering Partnerships. Always Evolving. Through hard work, dedication and creativity, we’ve become industry leaders who have won awards and set records while remaining focused on continual growth and evolution. We are a 2x Australia Good Design Award winner and successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are curious, charismatic, authentic and we value and leverage the diversity of our crew. We are imaginers, kindness enthusiasts, experts, creators, thinkers, challengers, collaborators and over-achievers. And together, as a Crew, we are revolutionizing the way the world’s leading brands leverage technology to drive the best customer experiences.

Purpose:

The goal of our North America (NAM) Executive Assistant is to enable the NAM President and broader NAM Senior Leadership Team (SLT) to focus on their strategic and high-priority tasks by efficiently managing administrative responsibilities, handling communications, ensuring the smooth operation of the office and acting as a reliable and trusted support system. 

Accountabilities:

•Calendar Management, schedule and coordinate appointments, and events for the senior leadership team of up to 5 people. This includes managing complex and frequently changing schedules.

•Make travel arrangements for our Senior Leadership team, including booking flights, hotels, and transportation. Provide itineraries and necessary travel documents.

•Screen and prioritize emails, phone calls, and other communications. Draft and prepare correspondence on behalf of the NAM President, CEO and other Senior leadership. 

•Arrange and coordinate meetings, both internal and external. This involves preparing meeting materials, ensuring necessary technology is in place, and organizing follow-up actions. Attend various meetings, taking minutes and distributing action items after.

•Maintain organized filing systems, both physical and digital. Ensure that important documents and information are easily accessible.

•Act as a gatekeeper for our NAM President and SLT, managing access to their time and filtering communications. Screen calls and visitors to ensure the leadership priorities are met.

•Assist with the coordination and management of various projects. This may involve working with the Chief of Staff, other team members and departments to ensure project goals are met.

•Track and manage expenses for the Senior Leadership Team, including preparing expense reports and ensuring adherence to the budget.

•Oversee the functionality, operations and productivity of the office. Proactively identify and resolve operational and logistical challenges as they arise. Management of office budget. 

•Represent the business and senior leadership team professionally in interactions with clients, partners, and other stakeholders.

•Handle sensitive information with discretion and maintain a high level of confidentiality.

•Be flexible and willing to take on additional tasks or special projects as needed.

•Handle personal admin tasks for the NAM President and Global CEO. This includes (but is not limited to) running errands, arranging property maintenance, managing personal bookings, etc.).

Qualifications & Experience:

•7 years experience as a full-time executive support, for one or more executives, ideally supporting C-level executives in a fast-paced technology environment. 

•Highly proficient in Microsoft Office Suite (especially Outlook) and other relevant software (Slack, Canva, Confluence)

•Management of people and delegation experience preferred but not essential.

Success Factors:

•Keeping calendars and tasks organized, managing priorities and handling all administrative responsibilities to ensure the NAM Senior Leadership Team can focus on their most important priorities that drive their departments and the business forward.

•Develop and maintain positive relationships with NAM President and Global CEO whilst demonstrating a high level of discretion and confidentiality.

•Regularly communicate with the Global Chief of Staff to convey information accurately and promptly between both the Chicago and Sydney Senior Leadership teams. Collaborate closely on leadership projects and priorities.

•Take initiative to complete tasks without constant supervision and identify opportunities to enhance efficiency or support the leadership team.

•Influence the operational efficiencies and productivity of the broader Chicago office while coaching an Admin generalist.

Capabilities:

•Exceptional organizational abilities, strong critical thinking, and meticulous attention to detail.

•Work independently and efficiently in a fast-paced environment while also collaborating effectively with team members.

•Flexibility to handle diverse responsibilities, from calendars to meeting prep to personal admin for senior executives.

•Identifies gaps and streamlines processes with little to no guidance from others, using initiative and excellent judgment to make decisions.

•A proactive and positive approach to problem-solving and an eagerness to contribute to a high-performing work environment.

•Commitment to excellent customer service and management.

•Ability to build meaningful relationships with our Crew offering helpful and open communication.

•Comfortable to challenge the leader to ensure they are focused on the right priorities. 

•Strong written and verbal communication skills, including the ability to maintain discretion and handle confidential information. 

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About Coates

We are industry leaders who have won awards and set records. We are a 2x Australia Good Design Award winner and we successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are industry leaders who have won awards and set records. We are a 2x Australia Good Design Award winner and we successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are led by a forward-thinking CEO who has demonstrated a true passion for people and making Coates a place where people genuinely enjoy working. Our growth plans enable a focus on providing rapid career advancement opportunities for our talent.

Together, we are creators, allowing us to make our purpose a reality – to create immersive brand experiences for everyone.

Join a Crew that Cares

Be part of a global team of talented, ambitious, creative people that value integrity, individuality and inclusivity. (Ask us about our Equality Empowerment Initiatives).

The benefits include an annual market competitive bonus program and our “Thrive Program” which includes a suite of flexible work options because we’re strong believers that you should never miss an important life or work moment. Thrive also provides dedicated time to prioritize our health and wellbeing (think virtual Yoga or meditation sessions), a Global Wellness paid day off to recharge as well as a “Give Back Day” to allow our Crew an opportunity to make an impact in the community.

Be inspired To Be More

We skip the red tape and aim to always stay nimble. We’re proud of where we’ve been and are energized by where we’re going. We encourage ideas and perspectives because we know the more we have, the better we are. We work hard but have fun along the way. We push the boundaries but keep it real and authentic. We believe in the values that got us here are the ones that will continue to lead us forward. We are excited by what we’ve accomplished, but know the best is yet to come.

Coates Group is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national or ethnic origin, gender, religion, disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era, or citizenship status (except in those special circumstances permitted or mandated by law).