Executive Assistant

AR Energy; Adelaide; On-site; AUD 60,000 - 80,000; Full time

Job summary

AR Energy is seeking an experienced Executive Assistant to support the Director across SA and WA operations, owning the diary, inbox and follow-through. You will draft correspondence, prepare briefing packs, manage travel, organise events and maintain confidential files in Microsoft 365, while coordinating with leadership and staff.

The role requires 3+ years' EA/PA experience, qualifications in Business Administration, and discretion underlining the company's professional standard.

Qualifications

• 3+ years as an Executive Assistant or PA supporting a business owner, director or senior executive
• Certificate IV or Diploma in Business Administration, or equivalent experience
• Advanced Microsoft 365 skills; experience with CRM or job management systems
• Current driver's licence
• Satisfactory National Police Check prior to commencement
• Professional, punctual and prepared. Conduct in line with the Code of Conduct and company policies
• Warm, direct communicator who reads the room and represents the Director well

Responsibilities

• Own the Director's calendar across business, leadership, supplier, advisory and personal commitments.
• Triage the inbox daily, draft replies, action what you can and flag only what needs the Director.
• Protect focus time and family time. Manage SA and WA time zones without errors.
• Prepare agendas and briefing packs for leadership meetings, 1:1s, advisory board and key supplier or client meetings.
• Capture minutes and actions, then track every action to close with its owner.
• Run logistics for weekly leadership rhythm, monthly reviews and quarterly planning.
• Keep a live register of the Director's commitments, decisions and open loops.
• Chase owners on deadlines on the Director's behalf and elevate early when something is at risk.
• Send a short Monday brief: what's on this week, what's due and what needs a decision.
• Draft emails, letters, reports and presentations in the Director's voice, ready to send with minimal edits.
• Prepare and format board, bank, advisory and management papers.
• Keep the Director's files organised and version-controlled in Microsoft 365.
• First point of contact for the Director. Handle enquiries from staff, customers, suppliers and partners professionally.
• Route matters to the right person so the Director only sees what needs him.
• Handle confidential commercial, financial and people matters with complete discretion.
• Coordinate Director-led projects and initiatives: timelines, stakeholders, documents and follow-up.
• Work alongside the General Manager and Head of Growth & Strategy to keep strategic work moving.
• Pull together information, research and summaries to support decisions.
• Book and manage SA and WA travel, accommodation and itineraries.
• Organise staff events, team recognition, awards nights, industry functions and supplier visits.
• Light personal admin as required, with business always first.
• Personal appointments, family calendar coordination, household and property bookings, contractors and bills.
• Keep personal and business matters separate and strictly confidential.
• Use AI tools (such as Claude) and the business systems to draft, summarise, research and automate routine work.
• Keep the Director's registers, templates and workflows current and accurate.

Skills

Executive support

Calendar management

Communication

Microsoft 365

CRM systems

Travel coordination

Discretion

Education

Certificate IV in Business Administration

Diploma in Business Administration

Tools

Microsoft 365

CRM systems

Job management systems

Job description

Reporting to the Director, this role keeps the Director's time, priorities and commitments running like clockwork so he can lead the business, not chase admin. You'll own the diary, inbox and follow-through across AR Energy's SA and WA operations, act as the first point of contact for the Director's office, and look after light personal and property admin so nothing drops.

Key responsibilities

Own the Director's calendar across business, leadership, supplier, advisory and personal commitments. Triage the inbox daily, draft replies, action what you can and flag only what needs the Director. Protect focus time and family time. Manage SA and WA time zones without errors.

Prepare agendas and briefing packs for leadership meetings, 1:1s, advisory board and key supplier or client meetings. Capture minutes and actions, then track every action to close with its owner. Run the logistics for the weekly leadership rhythm, monthly reviews and quarterly planning.

Keep a live register of the Director's commitments, decisions and open loops. Chase owners on deadlines on the Director's behalf and elevate early when something is at risk. Send a short Monday brief: what's on this week, what's due and what needs a decision.

Draft emails, letters, reports and presentations in the Director's voice, ready to send with minimal edits. Prepare and format board, bank, advisory and management papers. Keep the Director's files organised and version-controlled in Microsoft 365.

First point of contact for the Director. Handle enquiries from staff, customers, suppliers and partners professionally. Route matters to the right person so the Director only sees what needs him. Handle confidential commercial, financial and people matters with complete discretion.

Coordinate Director-led projects and initiatives: timelines, stakeholders, documents and follow-up. Work alongside the General Manager and Head of Growth & Strategy to keep strategic work moving. Pull together information, research and summaries to support decisions.

Book and manage SA and WA travel, accommodation and itineraries. Organise staff events, team recognition, awards nights, industry functions and supplier visits.

Light personal admin as required, with business always first. Personal appointments, family calendar coordination, household and property bookings, contractors and bills. Keep personal and business matters separate and strictly confidential.

Use AI tools (such as Claude) and the business systems to draft, summarise, research and automate routine work. Keep the Director's registers, templates and workflows current and accurate. Spot better ways to run the Director's office and put them in place.

About you

3+ years as an Executive Assistant or PA supporting a business owner, director or senior executive

Certificate IV or Diploma in Business Administration, or equivalent experience

Advanced Microsoft 365 skills; experience with CRM or job management systems

Current driver's licence

Satisfactory National Police Check prior to commencement

Professional, punctual and prepared. Conduct in line with the Code of Conduct and company policies.

Warm, direct communicator who reads the room. Represents the Director well with staff, customers, suppliers and partners.

Anticipates what is needed and sorts it before being asked. Juggles competing priorities and stays calm under pressure.

Absolute discretion with commercial, financial, people and personal information.

About us

AR Energy is committed to providing a Zero Harm environment that goes beyond statutory compliance to include sustaining a work environment that supports the health and safety of our people, delivers quality, minimises the impact on the environment and builds strong relationships with our clients, our teams, and the community. AR Energy is an Equal Opportunity employer.