Executive and Department Coordinator

Action Workforce; Melbourne; On-site; AUD 70,000 - 110,000; Full time

Job summary

Action Workforce is seeking an experienced Executive Assistant & Department Coordinator to provide high quality executive support within a large multinational organisation. This is a highly organised, hands-on coordination role requiring discretion and attention to detail while managing multiple priorities across a large global corporate environment.

You will coordinate diaries, travel, meetings and events, support procurement and onboarding, and maintain critical records and systems.

Qualifications

• Experience providing senior executive and/or department-level administrative support.
• Proven ability to coordinate diaries, meetings, travel and events for executives.
• Demonstrated capacity to manage multiple deadlines and priorities simultaneously.
• Experience drafting professional correspondence, presentations and reports.
• Experience supporting procurement, purchase orders, invoices and expenses.

Responsibilities

• Provide confidential and proactive administrative support, including diary, meetings, appointments, correspondence and competing priorities.
• Prepare presentations, meeting materials, report and briefing documentation accurately.
• Arrange flights, accommodation, itineraries, registrations, transfers and associated logistics.
• Manage correspondence, mail and couriers, stationery, office supplies, meeting rooms and equipment.
• Liaise with suppliers and internal support functions to resolve administrative and facility-related issues.
• Monitor purchasing and financial activities against agreed timelines and escalates exceptions where required.
• Ensure information is appropriately secured and managed in accordance with confidentiality, privacy, information-security and records-management requirements.
• Organise conferences, leadership meetings, executive and customer visits, and employee events, overseeing logistics, budgets and follow-up.
• Maintain accurate departmental records, SharePoint content, organisation charts, contact lists, templates and project trackers.
• Coordinate approved employee requisitions and onboarding/offboarding activities in partnership with HR, IT, Purchasing and relevant stakeholders.

Skills

Executive support

Organisation

Stakeholder management

Discretion

Time management

Communication

Autonomous working

Education

Diploma in Business Administration

Tools

SAP

Microsoft 365

SharePoint

Outlook

Teams

PowerPoint

Word

Excel

Job description

• Office-based role within a large multinational organisation

Action Workforce is seeking an experiencedExecutive Assistant & Department Coordinator to provide high quality and confidential executive support and departmental support within a large multinational organisation.
This is a highly organised, hands-on coordination role requiring someone who can operate with discretion, initiative and a high level of attention to detail while managing multiple priorities across a large global corporate environment.

Key responsibilities include:

• Provide confidential and proactive administrative support, including diary, meetings, appointments, correspondence and competing priorities.
• Prepare presentations, meeting materials, report and briefing documentation accurately.
• Arrange flights, accommodation, itineraries, registrations, transfers and associated logistics.
• Manage correspondence, mail and couriers, stationery, office supplies, meeting rooms and equipment.
• Liaise with suppliers and internal support functions to resolve administrative and facility-related issues.
• Monitor purchasing and financial activities against agreed timelines and escalates exceptions where required.
• Ensure information is appropriately secured and managed in accordance with confidentiality, privacy, information-security and records-management requirements.
• Organise conferences, leadership meetings, executive and customer visits, and employee events, overseeing logistics, budgets and follow-up.
• Maintain accurate departmental records, SharePoint content, organisation charts, contact lists, templates and project trackers.
• Coordinate approved employee requisitions and onboarding/offboarding activities in partnership with HR, IT, Purchasing and relevant stakeholders.

About You

• Exceptional organisation and attention to detail
• Discretion, maturity and sound judgement
• Proactive planning and anticipation
• Excellent communication and stakeholder-service skills
• Strong prioritisation and time-management capability
• Problem-solving and adaptability
• Reliability and strong follow-through
• Confidence and professionalism when dealing with senior stakeholders
• Ability to work autonomously while being a collaborative team member

To be successful, you will have:

• Demonstrated experience providing senior executive and/or department-level administrative support.
• Strong experience coordinating diaries, meetings, travel, events and executive/customer visits.
• Demonstrated ability to manage multiple competing priorities and deadlines.
• Experience preparing professional correspondence, presentations, reports and meeting documentation.
• Experience supporting procurement, purchase orders, invoices and/or expense administration.
• Strong document, records and information-management capability.
• Experience handling confidential and commercially sensitive information with discretion.
• High level of attention to detail, accuracy and follow-through.
• Strong written and verbal communication and stakeholder-management skills.
• Certificate or Diploma in Business Administration, Office Administration or a related discipline, or equivalent relevant experience.
• Proactive approach to planning, problem-solving and identifying potential issues before they arise.
• Ability to work independently while collaborating effectively across multiple functions.
• Strong Microsoft 365 capability, particularly Outlook, Teams, PowerPoint, Word, Excel and SharePoint.
• Ability to operate effectively in a fast-paced, multinational corporate environment.
• Experience within a multinational organisation, familiarity with SAP or comparable purchasing and expense systems, and a qualification in Business or Office Administration will be highly regarded. Equivalent relevant experience will also be considered.

Occasional domestic and, where required, international travel may be required to support meetings, events and executive or customer visits.