executive assistant

HR Partners; Mildura; On-site; AUD 65,000 - 90,000; Full time

Job summary

HR Partners is seeking a highly organised Executive Assistant to support the General Managers’ Office and ensure smooth day-to-day operations in our Mildura team.

You will manage complex calendars, coordinate meetings, and handle travel arrangements while maintaining strong stakeholder relationships across locations. Strong organisational skills and proactive problem-solving are essential for success.

Qualifications

• Effective communication is essential for liaising with stakeholders.
• Self-motivation and initiative are highly valued in this role.
• Strong organisational and time management skills are required to prioritise competing demands.
• High attention to detail and accuracy in administrative tasks are expected.
• Ability to build and sustain relationships with stakeholders across locations.

Responsibilities

• Provide executive support to the General Managers’ Office and collaborate with relevant teams.
• Act as primary point of contact for internal and external stakeholders for the executive team.
• Manage busy calendars, inboxes, and meeting schedules across branches.
• Coordinate meetings, including agenda preparation and logistical support.
• Arrange and manage domestic and international travel with compliance to policies.
• Process expenses, reimbursements, and invoices accurately and timely.
• Oversee branch correspondence and prepare documents for committee meetings and executive forums.
• Undertake additional administrative duties as required.

Skills

Effective communication

Self-motivation

Organisational skills

Time management

Attention to detail

Stakeholder management

Job description

We are currently seeking a highly organised and proactive Executive Assistant to join our team. In this pivotal role, you will be the backbone of the General Managers’ Office, providing top-tier administrative support and ensuring smooth day-to-day office operations.

If you thrive in a fast-paced environment, excel at managing competing priorities, and pride yourself on your stakeholder management skills, this is the perfect opportunity for you.

About the Opportunity

We are currently seeking a highly organised and proactive Executive Assistant to join our team. In this pivotal role, you will be the backbone of the General Managers’ Office, providing top-tier administrative support and ensuring smooth day-to-day office operations.

If you thrive in a fast-paced environment, excel at managing competing priorities, and pride yourself on your stakeholder management skills, this is the perfect opportunity for you.

Your Key Responsibilities

• As a crucial support system for our leadership team, your day-to-day duties will include:
• Executive Support & Office Management: Provide comprehensive EA support to the General Managers’ Office and collaborate with relevant teams (with occasional support provided to the Executive Director’s Office).
• Stakeholder Engagement: Act as the primary point of contact for internal and external stakeholders on behalf of the Executive team, managing enquiries, correspondence, and emails while ensuring timely responses and follow-ups.
• Diary & Inbox Management: Proactively manage busy Executive calendars, schedule appointments and meetings, and prioritise competing demands to ensure the efficient handling of requests across the Branches.
• Meeting Coordination: Organise and prepare for meetings, including agenda development, collating briefing materials, managing logistics, and tracking actions and deadlines arising from executive decisions.
• Travel Coordination: Manage and book complex domestic and/or international travel arrangements in compliance with company policies, including all travel acquittals and administrative requirements.
• Financial Administration: Accurately acquit corporate credit card expenses, and process personal reimbursements and invoices in a timely manner.
• Workflow Coordination: Manage branch correspondence, monitor incoming requests, and coordinate the clearance of papers for committee meetings and executive forums on behalf of the General Manager(s).
• Ad-hoc Support: Undertake additional or alternative administrative duties as required to support the broader team.

About You

Successful candidates will possess the following capabilities and attributes:

• Effective communication skills.
• The ability to self-motivate and use initiative.
• Strong organisational and time management skills.
• High attention to detail, with the ability to remain flexible and respond to changes in business requirements and expectations.
• The ability to establish strong working relationships with business areas and stakeholders working across different locations.

Eligibility

To be considered for this role, applicants must:

• Be an Australian citizen.
• Be willing to obtain, or currently hold, a baseline security clearance.
• Satisfy all other MDBA engagement requirements, including health and character clearances.

Experience

2 years

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