Executive Assistant

Future Generation Joint Venture - FGJV; Snowy Monaro Regional Council; On-site; AUD 110,000 - 160,000; Full time

Benefits offered by this job

Competitive Salary

EAP

Paid Parental Leave

Qantas Club Membership discounts

Professional Development

Job summary

Future Generation Joint Venture (FGJV) invites applications for an Executive Assistant to support the Deputy Project Director on the Snowy 2.0 project, based in NSW.

You will manage calendars and travel, prepare board papers, coordinate communications, and liaise with senior leaders and external stakeholders to keep the project running efficiently. The role demands discretion, a proactive approach, and at least five years’ experience providing high-level administrative support to senior managers.

Qualifications

• Certificate IV in Business Administration or equivalent industry experience
• Class C Driver's Licence
• White Card
• At least 5 years’ experience providing high level administrative support to Senior Managers

Responsibilities

• Coordinate travel plans for Directors including international travel
• Schedule meetings and manage the Directors' diary
• Handle emails, documents and communications for the Deputy Project Director
• Submit and manage expense claims
• Provide day-to-day administrative support to the Director and management team
• Prioritise changing tasks to meet deadlines
• Establish relationships with senior stakeholders and internal teams
• Support reporting and meeting governance requirements

Skills

Diary management

Attention to detail

Communication

Confidentiality

Interpersonal skills

Education

Certificate IV in Business Administration

Tools

Google Suite

Microsoft Office Suite

Job description

The Future Generation Joint Venture brings together the combined engineering experience and expertise of WeBuild, Clough and Lane and has been selected to design construct Snowy 2.0. This project is based within the Snowy Mountains in NSW and will deliver one of the largest pumped hydro schemes in the world.

Snowy 2.0 is the next chapter in the Snowy Scheme's history. It is the largest committed renewable energy project in Australia and will provide on-demand energy and large-scale storage for many generations to come. This Iconic Project has and will continue to create its own legacy in Australian history.

Purpose of the Role

The Executive Assistant (to Deputy Project Director) provides high-level administrative and coordination support to the Deputy Project Director, enabling them to operate efficiently and strategically in a dynamic environment. This role is pivotal in managing priorities, streamlining communication, and fostering key stakeholder relationships. Through proactive diary and travel coordination, document preparation, and liaison duties, the Executive Assistant ensures their leaders time is maximised and their engagements are seamlessly executed. Operating with professionalism, discretion, and initiative, the Executive Assistant is a trusted point of contact who contributes to the overall effectiveness of the leadership team and project success.

Qualifications

• Certificate IV in Business Administration or equivalent industry experience
• Class C Driver's Licence
• White Card

Experience

• At least 5 years’ experience providing high level administrative support to Senior Managers

Required Competencies

• Knowledge of software applications including Google Suite and Microsoft Office Suite
• Excellent written and verbal communication skills, combined with strong interpersonal skills and a proactive approach to engaging with people at all levels in an informative, accurate and positive manner
• Ability to maintain strict confidentiality
• Attention to detail with the ability to prioritise and complete work within established deadlines
• Exhibit sound judgement and comfortable interacting with all levels of personnel
• Ability to work effectively within a busy team environment, and also to work independently
• Sound negotiation and problem‑solving skills

Core Accountabilities And Responsibilities

Administration and Coordination

• Coordinate travel plans, including booking flights, hotels and transportation for the Directors.
• Coordinate international travel and itineraries, including visa requirements as required.
• Schedule meetings, appointments and events, coordinating the Directors diary to ensure efficient use of their time, including attempting to solve problems where appropriate or redirecting people to the relevant direct reports.
• Determine priority of matters of attention for the Deputy Project Director; redirect matters to team members, internal or external stakeholders to manage.
• Handle all relevant incoming and outgoing communication, including emails, workflows, general correspondence and other documents as needed.
• Submit and manage expense claims on behalf of the Director.
• Provide day‑to‑day administrative and ad hoc support tasks to the Director and the wider Management team as required.
• Manage changing and conflicting priorities with agility to meet timeframes and objectives, including using judgement to prioritise team focus and make recommendations to resolve competing demands.

Relationship Management

• Establish strong working relationships with the Deputy Project Director’s leadership team, putting in place clear processes and agreed behaviours for accessing their time to prioritise and maximise their role capacity.
• Build and maintain a solid understanding of the Snowy 2.0 project and develop effective working relationships with key stakeholders both internally and externally.
• Work closely with Snowy Hydro and their EAs to plan and organise meetings and events.
• Serve as a liaison between other executive team members and external stakeholders.

Documentation and Reporting

• Develop agendas, attend and record minutes of team meetings as required.
• Prepare, collate and distribute various reports, Executive and Board papers, ensuring all information is gathered and managed to timeframes.
• Coordinate report submission deadlines and timeframes to ensure the Snowy 2.0 leadership team delivers against the agreed schedule.
• Prepare any ad hoc reporting and presentations as required.
• Make recommendations for reporting schedule, quality and process improvements and efficiencies.

The above listed authorities and responsibilities are only a guide and may change as directed by your Manager/Supervisor or as per the requirements of FGJV Management.

As an employee you will be eligible to participate in a number of additional employee benefits. This includes:

• Competitive Salary
• Employee Assistance Program (EAP)
• Paid Parental Leave
• Qantas Club Membership discounts
• Professional Development

The employment relationship will be governed by Australia or New Zealand Employment Law.

These positions are in remote challenging areas with extreme cold temperatures which need to be considered before applying for these roles.

Project Overview: Snowy 2.0 Project Promotional Video - YouTube