Executive Assistant to Construction Leader

Are you an experienced, highly organised professional who thrives in a dynamic environment? We are seeking an Executive Assistant to provide high-level administrative and coordination support to the Project Director of a major infrastructure project. This is a unique opportunity to contribute to one of Australia's most significant infrastructure projects while supporting senior leadership at the highest level.

Key Responsibilities

Administration and Coordination:

• Coordinate comprehensive travel plans, including international travel arrangements, visas, accommodation, and transportation.
• Schedule and manage meetings, appointments, and events, ensuring optimal use of the Director's time.
• Prioritise and triage matters requiring the Director's attention, redirecting to appropriate team members when necessary.
• Manage all incoming and outgoing communications, including emails, workflows, and correspondence.
• Handle expense claims and manage conflicting priorities with agility and sound judgement.

• Foster strong working relationships with the Project Director’s leadership team and key internal and external stakeholders.
• Collaborate with external stakeholders and their executive assistants, including government officials, embassies, clients, and vendors.
• Organise events such as board meetings, conferences, and networking functions, overseeing logistics and promotion.
• Act as liaison between the Director, executive team, and external partners.

• Prepare agendas, take minutes, and manage documentation for leadership meetings.
• Compile and distribute reports, Executive and Board papers, ensuring deadlines are met.
• Coordinate reporting schedules and recommend process improvements.
• Develop ad hoc reports and presentations as required.

• Tertiary qualifications in business / management or equivalent industry experience.
• Minimum of 5 years providing high-level administrative support to senior management.
• Experience within the construction industry is highly regarded but not essential
• Proficiency in Google Suite and Microsoft Office applications.
• Excellent communication and interpersonal skills with the ability to liaise professionally at all levels.
• High level of confidentiality, attention to detail, and ability to meet deadlines.
• Current Class C Driver’s Licence.

• The adventure of FIFO!! 
• Play a key role in a landmark infrastructure project.
• Work alongside passionate and highly skilled professionals.
• Competitive salary and benefits, with accommodation and travel costs included
• Opportunities for professional development and career growth.