Executive Assistant

WesTrac; City Of Swan; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Parental leave

Novated leasing

Income protection

Job summary

WesTrac is seeking an experienced Executive Assistant based at our Parts Distribution Centre in South Guildford to support the Chief Operating Officer - Sales & Operations. You will manage diaries, travel, prepare reports, and handle confidential information while coordinating with senior leaders to drive operational efficiency.

The role requires exceptional organisational and communication skills, stakeholder management, and proficiency in MS Office; SAP experience is highly regarded.

Qualifications

• Significant experience supporting C-suite or senior leaders.
• Strong organisational and multitasking abilities in fast-paced environments.
• Proactive, solutions-focused mindset with strong communication.

Responsibilities

• Provide high-level executive support including diary, inbox and meeting management.
• Coordinate domestic travel, accommodation and scheduling.
• Prepare, edit and format correspondence, reports and presentations.
• Handle confidential information with discretion.
• Act as liaison between the COO and stakeholders.
• Support priorities through proactive planning and coordination.
• Monitor actions and deadlines for timely delivery.
• Contribute to process improvements to boost efficiency.

Skills

Executive support

Diary management

Stakeholder management

Microsoft Office

Communication

Problem-solving

Education

Business Administration degree

Tools

SAP

Travel planning tools

Job description

Join WesTrac and play a pivotal role supporting our Chief Operating Officer - Sales & Operations. Based at our Parts Distribution Centre in South Guildford, this is an opportunity for a highly organised and proactive Executive Assistant to provide professional, confidential and high-level executive support within a fast-paced operational environment.

Working closely with senior leaders across the business, you'll be responsible for ensuring the seamless management of executive priorities while building strong stakeholder relationships and driving operational efficiency.

Roster : Monday – Friday 8.5 hours – flexible arrangements can be discussed

Location : South Guildford

Key Responsibilities

• Provide high-level executive support, including diary, inbox and meeting management.
• Coordinate domestic travel, accommodation and executive scheduling.
• Prepare, edit and format correspondence, reports, presentations and business documentation.
• Manage confidential information with discretion and professionalism.
• Act as a key liaison between the COO and internal and external stakeholders.
• Support executive priorities through proactive planning, coordination and problem-solving.
• Monitor actions, deadlines and deliverables to ensure timely completion.
• Contribute to process improvements that enhance efficiency and stakeholder experience.

About You

• Significant experience supporting C-suite or senior executive leaders within mining, resources, manufacturing, industrial or heavy industry environments.
• Exceptional organisational skills with the ability to manage competing priorities and changing demands.
• Strong interpersonal and stakeholder management skills, with the ability to build credibility and build relationships at all levels.
• Advanced written and verbal communication skills, complemented by strong proficiency across the Microsoft Office suite.
• Experience managing expenses, approvals and business administration processes, with SAP experience highly regarded.
• A proactive, solutions-focused mindset with the ability to identify opportunities for improvement and implement effective solutions.
• A resilient, can-do attitude and the ability to perform effectively in a fast-paced, reactive environment.
• Qualifications in Business Administration or a related discipline will be highly regarded.

Our Benefits include, but are not limited to:

• Financial Benefits - Paid Parental Leave & Secondary Carers Leave, Salary Sacrificing, Novated Leasing, Income Protection Insurance & more than 600 retail discounts, such as, Coles, Petbarn, Virgin, HOYTS & Crown.
• Health & Wellness - Discounts with BUPA, Fitness Passport to access multiple gyms across Australia & EAP access to support you and your immediate family.
• Culture & Career - Personal and Team Recognition (Made for More awards), Internal Career Progression, Training & Flexibility through our award-winning WesTrac Institute
• Employee Referral Program - Opportunity to receive a referral bonus up to $5000 for applicable roles
• Additional Perks - Emergency Services Leave, Defence Force Reserves Leave & Employee Share Purchase Plan opportunity.

Our Company & Commitment

With over 4,500 employees, WesTrac is one of the world's largest authorised Cat equipment dealers, offers a wide range of mining and construction equipment and management solutions.

At WesTrac, we reflect diverse communities, celebrate our people's diversity, and create a culture where employees feel safe to be their authentic selves. We encourage applications from First Nations people, LGBTQIA+ individuals, and those from culturally diverse backgrounds. WORK180 endorsed employer for our commitment to diversity, inclusion, and equality.