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About this opportunity

Yarra Trams requires an Executive Assistant provide to comprehensive administrative support to several nominated executives. Reporting to the Chief Engineering Officer this role will:

• Organise and manage comprehensive diaries and proactively predict when schedules are likely to change and making adjustments where necessary.
• Oversee and coordinate meeting and conference preparations, including preparing agendas and follow up actions.
• Coordinate and book venues, meeting and conference equipment, attendance lists, name tags and refreshments where required, including VIP visitor events.
• Organise travel arrangements, accommodation and itineraries.
• Prompt and professional handling of executives' emails, phone messages and queries.
• Proactively conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Prepare expense claims on a weekly / monthly basis and raise corporate and functional purchase orders and process invoices.
• Prepare and revise documents including but not limited to presentations, emails, letters, reports, agendas, minutes and papers.
• Maintain filing systems, controls and processes as appropriate.
• Oversee adhoc Project Management of minor projects.
• Provide backfill support coverage for leave of other Executive Assistants.
• Contributes to team effort by accomplishing related results as needed.

About you

Ideally you will have:

• At least 7 years' experience as an executive assistant, supporting multiple positions
• Experience in diary and correspondence management
• Experience in event management or coordination
• Experience in project management, delivering to a deadline
• High school certificate, or executive assistant related qualification.

• Microsoft office suite (Outlook, Word, Powerpoint and Excel), financial management software
• Exceptional written and verbal communication skills
• Advanced in the use of Microsoft Office suites (particularly Word and PowerPoint)
• Excellent attention to detail, high level of accuracy and ability to multi-task
• Ability to think ahead, and proactively make decisions on behalf of their Executive
• Strong problem solving skills and ability to use own initiative
• Flexible and positive attitude with the ability to work well with people across all levels of the organisation.
• Maintain confidentiality and proper control of files and company documentation.

Why Yarra Trams?

At Yarra Trams, we foster a workplace built on respect, celebrate diversity, and embrace inclusivity. Plus, you'll enjoy the following benefits:

• A Free travel pass for Victoria's Public Transport Network
• Competitive salary and great conditions
• Professional Development
• Career growth opportunities
• A commitment to your health and wellbeing including free flu vax, discounted gym membership, and access to our Employee Assistance Program (EAP)
• Paid Parental leave for primary caregivers

About Yarra Trams

Yarra Trams is proudly operated by Yarra Journey Makers, a joint venture between Transdev Australia and John Holland. We work with the Department of Transport and Planning, alongside its transport agencies and operators to provide a fully integrated, sustainable transport service for the people of Melbourne.

We're all Journey Makers, connecting people and communities across Melbourne. We're committed to caring for each other, our passengers, and the communities we serve. Our Diversity & Inclusion Strategy is a key pillar and as an equal opportunity employer, we value diversity and encourage candidates of all ages, those with disabilities, and people of Aboriginal and Torres Strait Islander heritage to apply.

Please note, our selection process includes pre-employment checks, such as a police check and a medical assessment. Yarra Trams employees are required to adhere to Yarra Trams Policies and Procedures such as, but not limited to, Health and Safety Policy, Equal Employment Opportunity & Workplace Bullying Policy, Drug and Alcohol Management Program Policy (including drug and alcohol testing programs).

If you would like further details about an advertised role, or if you require an adjustment in the application process, or any other information in alternate formats please email [email protected] or call 1800 800 007

Applications close: 24 July 2025