Executive Assistant

United Petroleum; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

United Petroleum in Melbourne is seeking an experienced Executive Assistant to provide dedicated support to a senior Director. This hands-on role involves managing calendars, coordinating meetings, arranging travel, and handling basic bookkeeping tasks with discretion.

The successful candidate will be highly organized, proactive and capable of prioritising competing demands while maintaining confidentiality and professionalism in a fast-paced environment.

Qualifications

• Proven experience supporting a Director or senior executive.
• Strong organisational and time-management skills are essential.
• High level of discretion and confidentiality.
• Excellent written and verbal communication skills.

Responsibilities

• Managing diary appointments and email communications
• Coordinating meetings and scheduling Board meetings
• Organising domestic travel, accommodation, events and venues
• Providing basic bookkeeping and accounts support, including collating invoices and expenses
• Undertaking research projects and presenting information as required
• Coordinating meetings, visitors and refreshments
• Managing competing priorities and responding to matters as they arise
• Providing general administrative and executive support to the Director
• Undertaking ad hoc tasks to support the Director effectively

Skills

Executive support

Time management

Communication

Discretion

Attention to detail

MS Office

Travel coordination

Autonomous work

Tools

MS Office

Job description

Fast-Paced and Varied Executive Support Role

High-Trust Position Working Directly with a Company Director

Onsite 5 Days a Week

United Petroleum is one of Australia’s largest independent, Australian-owned petrol and convenience companies, with an extensive national network and a strong history of growth and success.

An exciting opportunity exists for an accomplished and highly organised Executive Assistant to provide dedicated support to one of our Directors.

This is a hands-on, varied and fast-paced role suited to an experienced EA who thrives on taking ownership and has the ability to anticipate needs before they arise.

Working closely with the Director, you will manage a broad range of executive, administrative and accounts-related responsibilities. Your ability to remain one step ahead, exercise sound judgement and handle sensitive matters with absolute discretion will be key to your success.

Key Responsibilities

• Managing diary appointments and email communications
• Coordinating meetings and scheduling Board meetings
• Organising domestic and interstate travel, accommodation, events and venues
• Providing basic bookkeeping and accounts support, including collating invoices and expenses
• Undertaking research projects and gathering, analysing and presenting information as required
• Coordinating meetings, visitors and refreshments
• Managing competing priorities and responding to matters as they arise
• Providing general administrative and executive support to the Director
• Undertaking a variety of ad hoc tasks to ensure the Director is effectively supported

Given the nature of the position, the ability to operate with absolute discretion, professionalism and confidentiality is essential.

About You

To succeed in this role, you will be an experienced Executive Assistant who is confident, resourceful and exceptionally organised. You will bring:

You will bring:

• Proven experience supporting a Director, CEO or senior executive
• Exceptional organisational and time-management skills
• Strong analytical and problem-solving capabilities
• Excellent written and verbal communication skills
• A high level of proficiency in Microsoft Office
• An understanding of the property industry would be advantageous, although not essential
• The ability to prioritise, multitask and work autonomously
• Exceptional attention to detail
• A flexible, proactive and energetic approach

If you are looking for a diverse, challenging and rewarding Executive Assistant role where no two days are the same and you can become a trusted and valued support to a senior Director, we would like to hear from you.