Executive Assistant

Task Recruitment; City of Brisbane; On-site; AUD 55,000 - 75,000; Part time

Job summary

Task Recruitment is seeking an experienced Executive Assistant to provide high-level support to the Director of Engineering. This in-office role is based in Brisbane and offers a 12-month contract with 30 hours per week spread across five days.

You’ll manage calendars, coordinate meetings and travel, prepare presentations, take minutes and handle confidential information with discretion while liaising with HR and Finance.

Qualifications

• 5+ years’ experience in Executive Assistant, executive administration or office management roles.
• Experience directly supporting director-level or executive leaders.
• Strong Microsoft 365 skills across Outlook, Teams, Word, Excel, PowerPoint and SharePoint.
• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• The ability to juggle multiple priorities and deadlines.
• A professional approach and excellent attention to detail.
• Sound judgement and the ability to handle confidential information appropriately.
• Strong stakeholder management and relationship-building skills.

Responsibilities

• Managing the Director’s calendar and coordinating competing scheduling priorities.
• Organising leadership meetings, one-on-ones, staff meetings and management reviews.
• Preparing meeting agendas, presentations, background materials and supporting documentation.
• Taking meeting minutes and tracking decisions, actions and follow-ups.
• Coordinating domestic and international travel, accommodation, transport and itineraries.
• Managing expense reports, corporate card reconciliations and reimbursement submissions.
• Drafting, editing and distributing professional communications on behalf of leadership.
• Preparing high-quality presentations for leadership reviews, town halls and executive communications.
• Maintaining action registers and following up with stakeholders on commitments and deadlines.
• Tracking key deliverables and helping coordinate activities across the engineering organisation.
• Assisting with administrative processes relating to hiring, promotions, performance management and organisational changes.
• Coordinating leadership offsites, employee activities, customer visits and larger team events.
• Liaising with HR, Finance and other internal business partners.

Skills

Organisational skills

Time management

Communication skills

Stakeholder management

Proactive approach

Tools

Microsoft 365

Job description

Are you an experienced Executive Assistant who enjoys being at the centre of a busy, collaborative and positive working environment?

This is a great opportunity to join a global mining OEM, reporting directly to and providing high-level support to the Director of Engineering.

You’ll become an integral part of a highly regarded engineering team, working closely with the Director and other senior leaders to keep priorities moving, coordinate key activities and ensure the leadership team is well supported.

The position is currently 30 hours per week, spread across five days, and is an in-office role. It is initially offered as a 12-month contract, with the potential to move to full-time hours in the future depending on business requirements.

What you’ll be doing Working closely with the Director of Engineering, you’ll provide proactive executive, administrative and operational support across a broad range of activities.

Your responsibilities will include:

• Managing the Director’s calendar and coordinating competing scheduling priorities
• Organising leadership meetings, one-on-ones, staff meetings and management reviews
• Preparing meeting agendas, presentations, background materials and supporting documentation
• Taking meeting minutes and tracking decisions, actions and follow-ups
• Coordinating domestic and international travel, accommodation, transport and itineraries
• Managing expense reports, corporate card reconciliations and reimbursement submissions
• Drafting, editing and distributing professional communications on behalf of leadership
• Preparing high-quality presentations for leadership reviews, town halls and executive communications
• Maintaining action registers and following up with stakeholders on commitments and deadlines
• Tracking key deliverables and helping coordinate activities across the engineering organisation
• Assisting with administrative processes relating to hiring, promotions, performance management and organisational changes
• Coordinating leadership offsites, employee activities, customer visits and larger team events
• Liaising with HR, Finance and other internal business partners.

Executive Assistant
12-Month Contract | 30 Hours Per Week | 5 Days In Office

What we’re looking for

You’ll be an experienced EA who is organised, proactive and comfortable working directly with senior leadership in a busy environment.

Ideally, you’ll bring:

• 5+ years’ experience in Executive Assistant, executive administration or office management roles
• Experience directly supporting director-level or executive leaders
• Strong Microsoft 365 skills across Outlook, Teams, Word, Excel, PowerPoint and SharePoint
• Excellent organisational and time-management skills
• Strong written and verbal communication skills
• The ability to juggle multiple priorities and deadlines
• A professional approach and excellent attention to detail
• Sound judgement and the ability to handle confidential information appropriately
• Strong stakeholder management and relationship-building skills
• A proactive approach with the confidence to take ownership and follow things through.

Experience coordinating international travel, supporting global teams or providing project coordination would be highly regarded.

Why consider this opportunity? This is a great opportunity to work directly with a Director of Engineering while becoming part of a positive, professional and welcoming team within a major global organisation.

You’ll have plenty of variety and responsibility, with the opportunity to build strong relationships across the engineering organisation and broader business.

The details:

• 12-month contract
• 30 hours per week
• Hours spread across five working days
• In-office position
• Reporting directly to the Director of Engineering
• Potential to transition to full-time hours in the future, subject to business needs
• Positive, supportive and collaborative team environment
• Opportunity to work within a leading global mining OEM

If you’re an experienced Executive Assistant who enjoys supporting senior leadership, keeping things organised and being an important part of a great team, we’d love to hear from you.