Executive Assistant

Minetek; North Sydney; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Competitive salary package

Career development opportunities

Strong team support

Job summary

Minetek is seeking a highly organised Executive Assistant to provide top-level administrative and operational support to our senior leadership team. This role is based at our North Sydney office and requires discretion, proactive communication with internal teams and external stakeholders, and the ability to anticipate requirements before issues arise.

The Executive Assistant will manage calendars, coordinate meetings, prepare materials, support onboarding and recruitment processes, and handle

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Experience supporting senior leadership with high discretion.
• Strong diary/calendar and meeting management skills.
• Experience coordinating across multiple locations or with international stakeholders.
• Ability to manage domestic and international travel arrangements.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Familiarity with project management, CRM (HubSpot), ERP or document-management systems.
• Experience in mining, engineering, manufacturing, construction or technical environments is a plus.

Responsibilities

• Provide high-level administrative and organisational support to senior leadership.
• Manage complex calendars, appointments, meetings and competing priorities.
• Coordinate internal and external meetings, agendas and materials.
• Monitor executive commitments and ensure follow-ups are completed.
• Prepare and review executive documents, reports and presentations.
• Assist with preparation for leadership meetings and business reviews.
• Maintain records of decisions, actions, and commitments.
• Handle confidential and sensitive information with discretion.
• Assist with onboarding, recruitment support, and coordinating documentation.

Skills

Executive support

Calendar management

Stakeholder coordination

Travel coordination

Diary management

Independent working

Discretion with confidential info

Multi-location collaboration

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

HubSpot CRM

ERP systems

Job description

Full-time Permanent Mid-level Senior

Description

About the Company:

Minetek is a global air, water and sound solutions provider based here in Australia. The business is a leader in the provision of water evaporation, water management, underground ventilation, sound attenuation and noise control solutions

With over 150 years combined experience, the business has successfully delivered thousands of ‘world-first’ projects for hundreds of clients across the globe.

About the Role:

We are seeking a highly organised, proactive and commercially minded Executive Assistant to provide high-level administrative and operational support to senior leadership.

The role will require someone who can work with a high degree of discretion and independence, confidently communicate with internal teams and external stakeholders, and anticipate requirements before they become issues.

This position is based in our North Sydney office.

Key Responsibilities:

Executive Support

• Provide high-level administrative and organisational support to senior leadership.
• Manage complex calendars, appointments, meetings and competing priorities.
• Coordinate internal and external meetings, including preparation of agendas, meeting materials and relevant documentation.
• Monitor executive commitments and ensure follow-ups and actions are completed.
• Prepare, format and review correspondence, reports, presentations and other executive documents.
• Assist with preparation for leadership meetings, presentations and business reviews.
• Maintain accurate records of key decisions, actions and commitments.
• Handle confidential and commercially sensitive information with a high level of discretion.

Business & Operational Support

• Assist with employee onboarding, including coordinating documentation, equipment, system access and other requirements for new starters.
• Provide administrative support to the recruitment process, including interview scheduling, candidate communication, documentation and onboarding activities.
• Assist with ad hoc projects, business administration and coordination tasks as required.
• Work across different teams to ensure administrative and operational requirements are followed through to completion.

Communication & Stakeholder Coordination

• Act as a professional point of contact between the executive and internal and external stakeholders.
• Coordinate communication across departments and ensure important information reaches the appropriate stakeholders.
• Draft and coordinate emails, correspondence and executive communications.
• Build effective working relationships with employees, clients, suppliers, partners and other stakeholders.
• Follow up outstanding information, approvals and actions on behalf of the executive.

Travel & Logistics

• Coordinate domestic and international travel arrangements, including flights, accommodation, ground transport and itineraries.
• Prepare detailed travel schedules and supporting documentation.
• Coordinate meetings and logistics around executive travel.
• Assist with travel-related administration, expenses and reconciliations.
• Respond quickly and effectively to changes in travel or scheduling requirements.

Skills and Qualifications:

• Proven experience as an Executive Assistant, Personal Assistant, Executive Coordinator or similar role.
• Experience supporting executives or members of a leadership team.
• Strong diary, calendar and meeting management skills.
• Experience working across multiple locations or with international stakeholders.
• Experience coordinating domestic and international business travel.
• Proficiency with Microsoft Office, particularly Outlook, Word, Excel and PowerPoint
• Familiarity with project management, CRM (HubSpot), ERP or document-management systems.
• Experience working in mining, engineering, manufacturing, construction or another technical/industrial environment is an advantage.
• Excellent written and verbal communication skills.
• Strong organisational and time-management skills.
• Demonstrated ability to manage multiple priorities and competing deadlines.
• High level of attention to detail and accuracy.
• Ability to work independently and use initiative.
• Demonstrated discretion when handling confidential information.
• Strong stakeholder management and interpersonal skills.
• Ability to quickly learn and work across different systems and business platforms.

Culture and Benefits

Minetek is an organisation with strong company values, a business that cares about the personal and professional development of its employees. We work hard to provide a work environment that encourages open communication and collaboration, whilst remaining constantly mindful of what it takes to evolve a culture that will support long-term employee engagement.

We are offering a competitive salary package, along with exceptional company benefits. For your excellent performance, you will also be rewarded with career development opportunities and great team support.

Company Overview

Minetek is an innovative, solution-driven company specialising in engineering, designing, manufacturing and implementing conventional and advanced equipment used in the industrial and mining sectors.