Executive Assistant

Peoplefusion; Newcastle City Council; On-site; AUD 90,000 - 140,000; Full time

Job summary

Izzat Consulting Engineers in Newcastle is seeking an experienced Executive Assistant to work closely with a Director across engineering projects, site inspections, client matters and legal work.

You will own high-volume inbox and diary management, triage urgent items, coordinate meetings and prepare technical reports and documentation with confidentiality and accuracy.

A proactive, consultative approach and strong stakeholder relationships are essential in this fast-paced technical environment.

Qualifications

• Proven experience as an Executive Assistant supporting a Director.
• Experience in construction, engineering, building consultancy, or legal environments is highly preferred.
• Ability to manage high-volume inboxes, calendars and complex workflows.

Responsibilities

• Proactively manage a high-volume inbox and triage urgent matters
• Manage the Director's diary around meetings, site inspections and deadlines
• Draft, respond to and follow up correspondence on behalf of the Director
• Maintain visibility of outstanding actions and ensure follow-through
• Coordinate meetings, site inspections and stakeholder communications
• Prepare reports, proposals and presentations
• Track key actions, milestones and project workflows
• Organise forensic and legal documentation with confidentiality
• Identify process improvements in administration and workflow

Skills

Inbox management

Diary management

Stakeholder communication

Professional correspondence

Document handling

Google Suite

Tools

Google Suite

Job description

• High-impact EA role supporting a Director across complex projects, clients and legal matters
• Join a specialised engineering consultancy with diverse and interesting work
• Ideal for an experienced EA from construction, engineering, or legal background

• High-impact EA role supporting a Director across complex projects, clients and legal matters
• Join a specialised engineering consultancy with diverse and interesting work
• Ideal for an experienced EA from construction, engineering, or legal background

About the company

Izzat Consulting Engineers is a specialised structural, forensic and remedial engineering consultancy supporting clients across complex building, construction and property matters.

Working across engineering, remediation and forensic matters, the business operates in a highly technical and fast-moving environment, partnering with a diverse range of clients, builders, contractors, strata representatives, legal professionals and other industry stakeholders.

With a growing team across Newcastle and Sydney, this is an exciting time to join Izzat as the business continues to evolve and strengthen the support around its Director and broader technical team.

About the opportunity

We are partnering with Izzat Consulting Engineers to recruit an experienced Executive Assistant who thrives in a busy, technical and highly responsive environment.

This is an opportunity for an EA who enjoys being genuinely embedded in the day-to-day workings of a business. Supporting a Director whose work spans engineering projects, site inspections, client matters and legal and forensic work, you will play an important role in bringing structure, support, visibility and follow-through to a complex workload.

At the heart of the role will be high-volume inbox and diary management. However, success will go beyond simply managing a calendar. You will need to understand what is landing, recognise what requires immediate attention, connect information across projects and stakeholders, and ensure important actions are managed against competing priorities

Role Responsibilities

• Proactively manage a high-volume and complex inbox, triaging correspondence and identifying urgent, time-sensitive or high-priority matters
• Manage the Director's diary around meetings, site inspections, project commitments and deadlines
• Draft, respond to and follow up correspondence on behalf of the Director
• Maintain visibility of outstanding actions and ensure commitments are followed through
• Act as a central point of communication between the Director, clients, engineers, legal representatives and other stakeholders
• Coordinate meetings, site inspections and stakeholder communications, including agendas, minutes and follow-up actions
• Assist with the preparation, formatting and issuing of technical reports, proposals, presentations and other documentation
• Support project workflows by tracking key actions, deliverables and milestones
• Organise correspondence and documentation relating to forensic and legal matters, maintaining confidentiality and accurate records
• Support practical improvements to communication, administration and workflow processes across the role and broader business.

About you

We are seeking an Experienced Executive Assistant that is proactive and confident enough to take ownership, while also understanding that great executive support is highly consultative.

Importantly, we are particularly interested in candidates who have worked within construction, engineering, building consultancy, or legal environments. You don't need to be a technical expert, but familiarity with the terminology, stakeholders, deadlines and competing priorities found within these sectors will allow you to understand the context behind the work and the why.

Ideally, you will bring:

• Proven experience as an Executive Assistant supporting a Director, executive or senior leader
• Previous experience within construction, engineering, building consultancy, property or legal services
• Demonstrated experience managing complex inboxes, diaries and stakeholder communications
• Excellent judgement and the ability to distinguish between what is important and what is genuinely urgent
• Strong written communication skills and confidence drafting professional correspondence
• Exceptional organisation, attention to detail and follow-through
• Confidence working with technical reports, project documentation and sensitive information
• The ability to build trusted relationships with a range of internal and external stakeholders
• A calm, adaptable and solutions-focused approach in a fast-paced environment
• Strong computer and technical skills, with experience using Google Suite ideal

Why join Izzat?

This is an opportunity to step into an EA role where your contribution will be highly visible and genuinely valued.

You’ll work closely with an experienced Director and a broader team of engineering and project professionals, gaining exposure to an interesting mix of structural, forensic, remedial and legal matters. You’ll also be joining the business during an exciting period of growth, with the opportunity to build strong relationships and help shape the way executive support operates moving forward.

If you are an experienced Executive Assistant who enjoys working at pace, can confidently navigate complex information and brings experience from the construction, engineering, property or legal sectors, we would love to hear from you!

At peoplefusion we don't just accept diversity and inclusion -we celebrate it! We strive to create an environment of equal opportunity regardless of race, gender, sexual orientation, gender identity or expression, lifestyle, age, religion or physical ability, and welcome applications from people from all backgrounds. If you require any assistance with your application, please don't hesitate to contact us.