Executive Assistant

Geosurv; Sydney; On-site; AUD 80,000 - 120,000; Full time

Job summary

Geosurv, a Sydney-based geospatial and utilities specialist, seeks an experienced Executive Assistant to provide high‑level support to the Managing Director. You will manage the MD’s calendar, prioritise emails, coordinate leadership meetings and prepare documents while actively contributing to business initiatives and improving systems through new technology.

You will excel at handling confidential information, anticipate needs, and drive efficiency across the MD’s office and broader business,

Qualifications

• Experience supporting a Managing Director or senior executive.
• Strong diary, inbox and priority management skills.
• Excellent organisation and follow-through.
• Ability to handle confidential information with discretion.
• Proactive mindset with initiative to improve systems and processes.

Responsibilities

• Proactively manage the Managing Director’s calendar and priorities.
• Manage emails and follow-ups, flag urgent matters.
• Coordinate senior leadership meetings and prepare briefing materials.
• Prepare presentations, reports and other business documents.
• Arrange travel, events and leadership sessions.
• Support ad-hoc projects and broader business initiatives.
• Research issues, gather information and provide recommendations.
• Act as gatekeeper to determine MD involvement and delegation.
• Lead select projects through to completion.
• Collaborate with Business Support team on new processes and AI integration.
• Liaise with senior stakeholders, clients and suppliers with discretion.

Skills

Diary management

Inbox management

Commercial acumen

Organisation

Attention to detail

Prioritisation

Discretion

MS Office

AI tools

Tools

MS Office

AI tools

Job description

Join one of Australia’s fastest-growing geospatial, utilities and asset maintenance businesses and be part of Geosurv’s next stage of growth.

Geosurv is a Sydney‑based business delivering integrated Geospatial, Utilities and Asset Maintenance solutions across major infrastructure, construction and development projects throughout NSW.

With a team of more than 100 people, Geosurv brings together a broad range of technical capabilities across surveying, spatial and digital, subsurface utilities, asset investigations and maintenance, and access solutions.

We work alongside some of Australia’s leading contractors and organisations on major projects across infrastructure, construction, transport, utilities and development. With an extensive pipeline of long‑term, government‑funded projects extending over the next five years and beyond, Geosurv is in a strong position for continued, sustainable growth.

As the business continues to grow, we are investing in the people, leadership and capability required to support our next stage and further strengthen Geosurv as an integrated, multidisciplinary business.

The Opportunity

This is a hands‑on Executive Assistant role for someone who thrives in a genuinely fast‑paced environment and wants to play a meaningful role in a growing business.

Working closely with the Managing Director, you will provide high‑level executive support while also becoming involved in business initiatives, decision‑making, problem‑solving and selected personal projects.

We are looking for a seasoned EA who operates beyond traditional executive administration. You will be comfortable analysing situations, gathering information, making recommendations and taking ownership of matters through to resolution.

You will naturally look for better ways of doing things and be confident introducing new systems, processes, technology and AI where these can improve efficiency across the Managing Director’s office and broader business.

You will need strong judgement and the confidence to determine what requires the MD’s involvement, what can be delegated and what you can independently resolve.

Your responsibilities will include:

• Proactively managing the Managing Director’s calendar, anticipating priorities and ensuring he is prepared for key meetings and commitments.
• Managing and prioritising emails, correspondence and follow‑ups, including identifying matters requiring immediate attention.
• Coordinating senior leadership meetings, including agendas, briefing information, minutes, actions and follow‑ups.
• Preparing presentations, reports, correspondence and other business documents for executive‑level meetings and discussions.
• Coordinating travel, events, leadership sessions and key company activities with other business support network team members
• Providing practical support across ad‑hoc projects and broader business initiatives.
• Researching issues, gathering relevant information, analysing options and providing recommendations to support decision‑making rather than simply escalating problems.
• Undertaking research into suppliers, opportunities, business initiatives, purchases, property and other business or personal projects, presenting clear findings and recommendations.
• Acting as an effective gatekeeper for the Managing Director by determining what requires his involvement, what can be delegated and what can be resolved independently.
• Taking ownership of selected projects on behalf of the Managing Director and coordinating them through to completion.
• Working closely with the Business Support Manager, Operations Manager and broader Business Support team on new processes, systems and initiatives.
• Identifying opportunities to streamline processes and improve how the business operates, including the practical adoption and integration of AI and other technology.
• Liaising confidently with senior leaders, employees, clients, suppliers and other external stakeholders on behalf of the Managing Director.
• Handling sensitive business, commercial and personal matters with a high level of discretion and confidentiality.

Ideally, you will bring:

• 5+ years’ experience supporting a Managing Director, CEO or senior executive
• Strong diary, inbox and priority management skills
• Strong commercial acumen and ability to negotiate
• Exceptional organisation and action‑tracking capability
• Strong attention to detail and a high level of follow‑through
• The ability to manage multiple competing priorities in a fast‑moving environment
• Sound judgement and discretion when dealing with confidential or sensitive matters
• A genuinely proactive mindset - you naturally look ahead, anticipate what is needed and take action rather than waiting for direction

Experience within construction, engineering, infrastructure, professional services or another project‑based environment would be highly regarded.

If you thrive on organisation, accountability and making sure things get done, we would love to hear from you.