We are seeking a highly organised, proactive, and tech-savvy Executive Assistant to support the Operations Manager of a growing group of companies.

This group includes an innovative construction R&D company, a property development firm, an NDIS provider, and a modular construction company, all working collaboratively across fast-paced, high-impact projects.

This is a high-trust, high-performance role requiring initiative, discretion, and exceptional communication skills to ensure clear and consistent communication across multiple businesses and stakeholders. You will play a critical role in enabling the Operations Manager to focus on high-level strategy, investor relations, and project delivery.

Key Responsibilities

🗂 Executive Support

Manage and prioritise a complex, dynamic calendar (Outlook Enterprise), including internal/external meetings, site visits, investor calls, and project reviews

Screen, triage, and manage email communications on behalf of the Operations Manager

Prepare summaries, reports, and responses from brief verbal or written input

Coordinate national and international travel bookings and itineraries

📈 Project & Workflow Support

Track critical milestones and deliverables across engineering, NDIS housing, and asset management projects

Organise internal task workflows using tools such as SharePoint, Microsoft Planner, or Asana

Liaise with internal team members and external stakeholders (e.g. Scand.io, contractors, ISO bodies) to ensure timely follow-ups on actions

📊 Business & Investor Communications

Draft investor updates, tender submissions, project summaries, and board-level memos

Assist with data room and documentation management for joint ventures, acquisitions, and grant applications (e.g. ARENA)

Handle sensitive and confidential information with utmost discretion

🧠 Automation & AI Integration

Help implement and manage AI tools to streamline email handling, document generation, reporting, and meeting preparation

Liaise with the internal team to support the rollout and integration of automation tools and dashboards (e.g. Scand.io, Simpro, Procore)

Key Attributes & Requirements

Outstanding written and verbal communication skills — must be clear, concise, and confident in communicating with internal teams and external stakeholders

Minimum 3–5 years’ experience in a senior EA or operations support role

Proven ability to maintain alignment, ensure clear communication, and proactively flag risks or delays

Strong technical proficiency with Microsoft 365, project/task management platforms, and digital tools

Ability to anticipate needs, manage competing priorities, and work with minimal supervision

Experience in construction, engineering, or related sectors highly desirable

Familiarity with AI-based productivity tools is an advantage

Location: In-office at our Clayton headquarters
Salary: $100,000 – $120,000 + Super
Start Date: Immediate preferred