Executive Assistant

Wynstan - Blinds Doors Shutters Awnings; Sydney; On-site; AUD 90,000 - 120,000; Full time

Job summary

Wynstan - Blinds Doors Shutters Awnings is seeking an experienced Executive Assistant to provide high-level support to the CEO and to oversee office and facilities operations across New South Wales and Victoria. The role includes managing a complex CEO diary, coordinating travel, meetings and compliance, and leading a small team of three direct reports.

The ideal candidate will bring discretion, professional communication and strong organisational skills, with experience in executive support at

Qualifications

• Significant experience providing executive-level support to a CEO or senior executive.
• Experience managing office operations and facilities.
• Proven people leadership or supervisory experience.
• Strong organisational skills and the ability to manage competing priorities.
• High level of discretion, professionalism and attention to detail.
• Strong written and verbal communication skills.

Responsibilities

• Managing a complex and frequently changing CEO diary, including scheduling, prioritising and negotiating appointments and meetings.
• Coordinating information requests and acting as the professional first point of contact for CEO-related enquiries.
• 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.
• Approving designated payroll, fuel receipts, reimbursement claims and escalated customer refunds within delegated authority.
• Liaising with external providers, suppliers and regulatory bodies.
• 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.

Skills

Executive support

Office management

People leadership

Discretion

Communication

Calendar management

Vendor coordination

Job description

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.
• 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.
• Approving designated payroll, fuel receipts, reimbursement claims and escalated customer refunds within delegated authority.
• Liaising with external providers, suppliers and regulatory bodies.
• 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 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.

Wynstan offers a rewarding place to develop your career, whether you're just starting out, or an experienced professional we offer a wide range of opportunities across the business. We are an equal opportunity employer and welcome and encourage applicants from all backgrounds and preference!

Wynstan offers a rewarding place to develop your career, whether you're just starting out, or an experienced professional we offer a wide range of opportunities across the business. We are an equal opportunity employer and welcome and encourage applicants from all backgrounds and preference!