We seek a highly organised and proactive Executive Assistant to directly support the Construction Manager and Finance Manager while working closely with project teams, finance, and administration staff. This is a diverse, fast-paced role where no two days are the same.

About the Role

As Executive Assistant, you will act as the first point of contact for internal staff, clients, and external stakeholders. You will manage information flow, executive calendars, travel arrangements, office operations, and key administrative processes to ensure efficiency, professionalism, and exceptional support across the business.

Key Responsibilities

Manage executive calendars, coordinate meetings, travel, and appointments.

Draft, review, and send communications and correspondence on behalf of senior executives.

Organise and prepare materials for internal and external meetings, including agenda preparation and minute taking.

Respond to phone calls, prioritise executive emails, and manage information flow promptly and professionally.

Oversee general office operations, including ordering stationery, managing supplies, kitchen operations, mail and courier services.

Maintain and update telephone directories, staff contact lists, and administrative procedures.

Support HR initiatives, including onboarding, induction processes, employee evaluations, and performance tracking.

Liaise with IT providers for basic troubleshooting and escalation of system issues.

Manage confidential documentation,n including employee records and sensitive correspondence.

Greet visitors, manage reception duties, and ensure a professional front-of-house experience.

Organise company events, team social functions, internal meetings, and staff celebrations.

Maintain office expenses, reconcile petty cash and credit card purchases, and process invoices.

Provide back-up administrative support to other staff during peak periods or high workloads.

Coordinate filing systems, records management, and archiving processes.

Support the management team with reporting on staff performance, service improvements, and strategic development initiatives.

About You

Minimum of 5 years' experience in an Executive Assistant, Office Management, or high-level Administrative role.

Strong organisational and multitasking skills, with the ability to manage competing priorities.

High attention to detail across administration, communication, and document management.

Excellent written and verbal communication skills, with a polite, professional tone.

Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).

Hands-on experience with office equipment (e.g. printers, AV equipment).

Proven ability to work independently, solve problems proactively, and handle confidential information with discretion.

Strong relationship-building skills and a respectful, customer-focused approach with all stakeholders.

Professional presentation and a flexible, can-do attitude.

Qualifications

Secondary education qualification (mandatory).

Certificate III in Business Administration (highly desirable).

Why Apply?

Varied and fast-paced role with a high level of responsibility.

Work alongside a supportive, professional, and collaborative team.

Opportunity to be part of major projects with a growing construction operation.

Professional office environment with modern amenities.

If you're an experienced Executive Assistant who takes pride in providing outstanding support and thrives in a busy, team-oriented environment, we would love to hear from you. To apply for the role or want to know more, please contact Natalie Gearing on 0412 816 176.