Executive Assistant

Wynstan Designs Pty Ltd; Sydney; Presencial; AUD 90.000 - 120.000; Jornada completa

Descripción de la vacante

Wynstan Designs Pty Ltd seeks an experienced Executive Assistant to provide high-level support to the CEO and manage office and facilities operations across NSW and Victoria.

You will coordinate the CEO diary, travel, and meetings while leading the Office & Facilities team and maintaining compliant records. A Cert III/IV in Business Admin and prior senior-executive support are essential. This role demands discretion and strong communication.

Formación

• Proven experience providing executive-level support to a CEO or senior executive.
• Experience managing office operations and facilities.
• Demonstrated people leadership or supervisory experience.
• Strong organisational skills and the ability to manage competing priorities.
• A high level of discretion, professionalism and attention to detail.
• Strong written and verbal communication skills.
• Certificate in Business Administration (Cert III/IV).
• Desirable: background in the manufacturing or construction industry.

Responsabilidades

• Manage a complex CEO diary with scheduling, prioritising and briefing materials.
• Coordinate information requests and act as the professional first point of contact for CEO enquiries.
• Prepare documentation, reports and executive briefing materials.
• Coordinate domestic and international travel arrangements (airfares, accommodation, visas, itineraries).
• Coordinate executive meetings, agendas, papers and confidential minutes.
• Oversee day-to-day operation of offices and facilities across NSW and Victoria.
• Lead and manage the Office and Facilities team, including workload allocation.
• Manage showroom leasing, fleet management, licences and leases across states.
• Ensure business licensing requirements are current and compliant.
• Maintain accurate records relating to facilities, fleet, licences and leases.
• Liaise with external providers, suppliers and regulatory bodies.
• Approve designated payroll, fuel receipts and reimbursement claims.
• Support onboarding, training and development of administrative staff.
• Support workplace health and safety by reporting hazards and safe acts.

Conocimientos

Executive support

Office operations

People leadership

Time management

Discretion & professionalism

Communication skills

Educación

Certificate in Business Administration (Cert III/IV)

Descripción del empleo

Make an impact at an executive level

We are seeking an experienced and highly organised Executive Assistant to provide high-level executive and administrative support to the Chief Executive Officer (CEO).

This is a broad and varied role that goes beyond traditional executive support. You’ll act as a professional first point of contact for CEO-related enquiries while also overseeing office, facilities and administrative operations across NSW and Victoria.

You’ll bring strong judgement, discretion and professionalism to the role, along with the ability to manage competing priorities in a fast-paced environment.

About the Role

Reporting directly to the CEO, you will provide high-level executive support while taking responsibility for office and facilities operations and leading a team of three direct reports.

Your responsibilities will include:

• Managing a complex and frequently changing CEO diary, including scheduling, prioritising and negotiating appointments and meetings. Preparing documentation, reports, correspondence and executive briefing materials.
• Coordinating information requests and acting as the professional first point of contact for CEO-related enquiries.
• Preparing documentation, reports, correspondence and executive briefing materials.
• Coordinating domestic and international travel arrangements, including airfares, accommodation, hire cars, visas and itineraries.
• Coordinating executive meetings, including agendas, papers, confidential minutes, follow-up actions and meeting logistics.
• Overseeing the day-to-day operation of offices and facilities across NSW and Victoria.
• Leading and managing the Office and Facilities team, including workload allocation, performance support and coverage planning.
• Managing showroom leasing and maintenance across NSW and Victoria.
• Overseeing fleet management and acting as delegate when required.
• Ensuring business licensing requirements are current and compliant across each state of operation.
• Maintaining accurate records relating to facilities, fleet, licences and leases.
• Liaising with external providers, suppliers and regulatory bodies.
• Approving designated payroll, fuel receipts, reimbursement claims and escalated customer refunds within delegated authority.
• Supporting onboarding, training and development of administrative staff.
• Supporting workplace health and safety by reporting hazards and unsafe acts and applying a proactive approach to safety.

About You

You’ll be a highly organised and professional Executive Assistant who is comfortable operating at a senior level and managing a diverse range of responsibilities.

To be successful, you will have:

• Significant experience providing executive-level support to a CEO or senior executive.
• Demonstrated experience managing office operations and facilities.
• Proven people leadership or supervisory experience.
• Strong organisational skills and the ability to manage competing priorities.
• A high level of discretion, professionalism and attention to detail.
• Strong written and verbal communication skills.
• A Certificate in Business Administration (Cert III/IV).
• A background in the manufacturing or construction industry, with an understanding of the operational environment and the ability to work effectively in a fast-paced business. (Desirable)

Why This Role?

This is an opportunity to take on a key role supporting the CEO while also contributing to the effective operation of offices and facilities across NSW and Victoria.

You’ll have the opportunity to combine executive support, office operations, facilities management, people leadership and delegated decision-making in one varied and influential position.

If you are an experienced Executive Assistant who thrives on organisation, discretion, responsibility and keeping things moving, we’d like to hear from you.