This position is based across multiple Melbourne sites, so flexibility and willingness to travel between locations is essential.
The Role
Working closely with the Chief Operations Officer and two General Managers, you will provide high-level executive support across a broad portfolio of services. You'll be a trusted partner who can confidently manage day-to-day priorities while proactively identifying opportunities to improve efficiency and keep projects on track.
Key Responsibilities
- Manage complex diaries, meetings and scheduling for senior executives.
- Coordinate meetings, prepare agendas, take accurate minutes, and track actions through to completion.
- Proactively anticipate executive needs, preparing briefs, reports, presentations and meeting materials.
- Monitor departmental inboxes, ensuring enquiries and actions are triaged and followed up efficiently.
- Provide project coordination support, information gathering, reporting and administrative assistance across multiple business units.
- Reconcile executive corporate credit cards and maintain accurate records.
- Coordinate executive site visits, ensuring logistics and stakeholder engagement are seamless.
- Produce a regular internal newsletter and coordinate associated planning meetings.
- Support the onboarding and orientation of new leaders across the organisation.
- Provide day-to-day support to Program Managers, removing administrative barriers and ensuring smooth operations.
- Build strong working relationships across a diverse range of internal and external stakeholders.
- Previous experience supporting senior executives as an Executive Assistant is essential.
- Highly proactive with the ability to anticipate needs rather than simply react to requests.
- An exceptional organiser who can manage multiple priorities with confidence.
- Strong diary management, meeting coordination and minute-taking experience.
- Excellent written and verbal communication skills with a professional and approachable style.
- Comfortable preparing reports, coordinating projects and following up actions independently.
- High attention to detail with outstanding organisational and time management skills.
- Adaptable, resilient and able to work across multiple locations and stakeholder groups.
- Intermediate to advanced Microsoft Office skills.
- Immediate start with a 3-month temporary assignment.
- Opportunity to support an executive leadership team within a respected, purpose-driven organisation.
- Diverse and engaging role with genuine variety.
- Collaborative and supportive team environment.
- Competitive hourly rate.
- The opportunity to make an immediate impact while working alongside experienced senior leaders.
