Executive Assistant

Ventia; City of Whitehorse; On-site; AUD 75,000 - 95,000; Full time

Job summary

A leading infrastructure services company is seeking an Executive Assistant to support the Group Executive and the People, Safety & Culture leadership team. The role involves managing schedules, facilitating communication, and coordinating travel. Ideal candidates will have exceptional organizational skills and experience in supporting C-suite executives in a dynamic environment. The position offers hybrid working arrangements and access to an on-site gym.

Benefits

On-site Gym

Hybrid Working Arrangements

Qualifications

• Experience as an Executive Assistant supporting C-suite executives.
• Proactive mindset with the ability to anticipate needs.

Responsibilities

• Provide professional support to the Group Executive and leadership team.
• Manage a busy and complex diary and inbox.
• Coordinate all aspects of domestic and international travel.

Skills

Organisational Skills

Communication

Problem-Solving

Tools

Microsoft Office Suite

Job description

What’s On Offer

• Reporting to our supportive and approachable Group Executive of People, Safety & Culture, who genuinely cares about your professional development.
• A key enabler of the wider People, Safety & Culture leadership team - this position is not just an EA role, but an extension of the team, critical to the overall success of the function.
• Ventia is a respected ASX listed organisation and one of the largest essential services providers across ANZ.
• Based at our Cremorne office - enjoy access to an on-site gym and hybrid working arrangements.
  
  

About The Role

As our Executive Assistant, you will be the backbone of the Group Executive’s function and the People, Safety & Culture leadership team, ensuring seamless, efficient support in a fast-paced, complex, and dynamic business environment.

You will play a pivotal role in managing sensitive information, coordinating multiple complex schedules, and facilitating smooth communication across various stakeholders within the team and the broader business.

To succeed in this role, you will bring exceptional organisational skills, sound judgment, attention to detail, and outstanding communication abilities. A proactive approach, the ability to anticipate needs, and a drive to streamline processes will help enhance efficiency across the broader team.

This role is based at Ventia’s modern Office in Cremorne, VIC, with access to an on-site gym.

What You’ll Be Doing

• Provide exceptional professional support to our Group Executive and the People, Safety & Culture leadership team.
• Arrange and coordinate meetings, including team requirements, agendas, materials, and documentation of outcomes and actions.
• Act as the primary point of contact, managing and responding to communications.
• Manage a busy and complex diary and inbox.
• Coordinate all aspects of domestic and international travel.
• Manage events such as conferences, seminars, and company functions, both in-person and online, including logistics, invitations, and execution.
• Organise and maintain confidential files, documents, and records.
• Complete administrative tasks such as creating reports, official communications, and PowerPoint presentations.
• Track, monitor, and reconcile expense reports.
• Undertake special assignments or projects as delegated by the Group Executive.
  
  

About You

• Demonstrated experience as an Executive Assistant supporting C-suite executives and their teams in a complex business environment.
• Proficient in Microsoft Office Suite and other productivity tools.
• Confident in engaging with stakeholders at all levels, with excellent written and verbal communication skills.
• Proactive mindset with the ability to anticipate needs and drive process improvements.
• Exceptional attention to detail and accuracy in all tasks.
• Strong problem-solving skills, resourcefulness, and the ability to adapt to changing priorities.
  
  

About Ventia

Ventia is a leading infrastructure services company, operating across Australia and New Zealand. Our clients are the owners and operators of assets that are critical to our local communities. We pride ourselves on working smart, safely and sustainably, harnessing the latest technologies and brightest minds. With a diverse and proud heritage, we have a track record of delivering essential services to the communities in which we operate.

Diversity

Ventia is enriched by the diverse experiences, talents and cultures that our people bring to the organisation, while celebrating and respecting the communities we operate in. We are committed to providing a safe and positive environment that provides equal opportunities for individuals of all backgrounds, including Aboriginal and Torres Strait Islander people, LGBTQIA+, Women, Veterans and spouses and people with disabilities.

How To Apply

If you are looking to expand your career with a business that rewards and values its employees, please apply below by clicking on the apply now button.

Position Reference Number: 162904