Executive Assistant

Tasmania; Darwin; Hybrid; AUD 70,000 - 100,000; Full time

Job summary

DCOH is seeking a highly organized Executive Assistant to support the Managing Director & CEO in Darwin. This role requires proactive coordination of day-to-day activities, confidentiality and strong communication with senior stakeholders.

You will manage calendars, prepare reports and correspondence, coordinate events and travel, and ensure seamless executive-level logistics and documentation across the organisation.

Qualifications

• Experience in an Executive Assistant or senior administrative role supporting executives.
• Strong organisational and time management skills with ability to multi-task.
• Proven ability to manage confidential information with discretion.
• Excellent communication across senior stakeholders, government bodies and partners.
• Proficiency with Microsoft 365 and business systems.

Responsibilities

• Provide high-level administrative and operational support to the Managing Director & CEO.
• Manage the MD & CEO's calendar, priorities and communications for effective coordination of meetings and commitments.
• Prepare agendas, minutes, reports and correspondence with accuracy and timely delivery.
• Coordinate internal and external stakeholders including Board members and government representatives.
• Oversee travel arrangements, itineraries, accommodation and expense tracking.

Skills

Executive support

Calendar management

Stakeholder engagement

Communication skills

Discretion & confidentiality

Microsoft 365 Suite

Organisational skills

Time management

Event coordination

Travel coordination

Tools

Microsoft 365

Job description

Job Description

Provide high-level administrative and operational support to the Managing Director & CEO, ensuring seamless day-to-day coordination and execution

• Manage the MD & CEO's calendar, priorities, and communications, ensuring effective coordination of meetings, stakeholders, and executive commitments
• Prepare high-quality agendas, minutes, reports, and correspondence, ensuring accuracy, follow-up, and timely delivery
• Act as a key point of coordination between the MD & CEO and internal/external stakeholders, including Board members, government representatives, and industry partners
• Coordinate corporate events, sponsorships, and functions, overseeing planning, logistics, and financial administration
• Manage domestic and international travel arrangements, including itineraries, accommodation, and expense tracking
• Oversee legal and compliance administration, including processing legal documents, managing licences and certifications, and supporting contractual communications
• Maintain accurate records, filing systems, and document control processes, ensuring information is organised, current, and accessible
• Support financial administration activities, including invoice processing, expense reconciliation, and reporting support
• Handle sensitive and confidential business and personal matters with discretion and professionalism
• Coordinate personal appointments and commitments for the MD & CEO, ensuring seamless integration with business priorities
• Provide ad hoc and cross-functional support across executive and business initiatives, ensuring continuity and responsiveness

About the Employer

Established in 1987, DCOH is an experienced construction and development company operating across residential, commercial, hospitality and real estate sectors.

We have a strong track record delivering complex projects, including award winning work such as the Charles Darwin University Danala Education and Community Precinct, recognised with a 2025 National Master Builders Award of Excellence.

With operations in both the Northern Territory and Victoria, we deliver high-quality projects with a clear focus on buildability, programme certainty and strong on-site execution.

Driven by a commitment to Building Better, DCOH combines experience, innovation and disciplined execution creating lasting value for our clients, partners and the communities we serve.

About the Candidate

This Darwin-based role suits a highly organised and proactive Executive Assistant with experience supporting senior leaders in a fast-paced environment. This is an initial fixed-term contract with strong potential for permanency for the right candidate.

You thrive on managing competing priorities, exercising discretion, and ensuring the MD & CEO is supported at the highest level.

• You have the confidence and judgement to ask the right questions when faced with ambiguity, ensuring clarity and effective outcomes.
• Demonstrated experience in an Executive Assistant or senior administrative role supporting executives
• Exceptional organisational and time management skills, with the ability to prioritise and multi-task effectively
• Strong communication skills with the ability to engage confidently with senior stakeholders, government bodies, and partners
• High level of professionalism, discretion, and ability to handle sensitive and confidential information
• Proficiency in Microsoft 365 Suite (Word, Excel, PowerPoint, SharePoint) and business systems
• Strong attention to detail with the ability to produce accurate, high-quality work
• Demonstrated ability to apply sound judgement, proactively seeking clarity and asking the right questions when navigating ambiguity
• Ability to work autonomously while contributing to a collaborative team environment
• Experience coordinating events, travel, and executive-level logistics