Executive Assistant

Zenith Energy Ltd; Western Australia; Hybrid; AUD 90,000 - 115,000; Full time

Job summary

Zenith Energy Australia is seeking an experienced Executive Assistant / Project Coordinator to provide high-level administrative and coordination support to the Project Leadership Team delivering an important Decommissioning Program.

The role focuses on executive support, diary and meeting coordination, governance, and secretariat duties within a fast-paced engineering environment, interfacing with senior management, technical teams, subcontractors and external stakeholders.

Qualifications

• Previous experience as an Executive Assistant, Project Administrator or Project Coordinator in a project-based environment.
• Experience in oil & gas, energy, engineering, construction or major projects is highly desirable.
• Demonstrated experience supporting senior managers and multidisciplinary project teams.
• Strong skills coordinating meetings, agendas, minutes and project administration.
• Experience maintaining project registers, trackers and governance information.
• Strong Microsoft Office skills, particularly Outlook, Word, Excel, PowerPoint and Teams.

Responsibilities

• Provide high-level administrative support to the Project Director, Project Manager and wider Project Leadership Team.
• Coordinate diaries, meetings, appointments and project leadership activities.
• Coordinate internal and external meetings with Commonwealth, subcontractors and other stakeholders.
• Prepare and coordinate meeting agendas, briefing materials, presentations and packs.
• Support the preparation, formatting and coordination of project correspondence, reports and briefing notes.
• Coordinate leadership and project-related travel and accommodation arrangements.
• Assist in managing competing priorities, commitments and project deadlines.
• Handle confidential and commercially sensitive information with discretion.
• Maintain project meeting calendar, agendas and inputs from personnel.
• Record minutes, decisions and actions and follow up for timely close-out.
• Coordinate project workshops, reviews and planning sessions.
• Assist with weekly/monthly reporting inputs and project governance documentation.

Skills

Highly organised

Proactive

Communication skills

Stakeholder engagement

Independent worker

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Teams

Document management systems

Job description

Location: Perth, Western Australia
Project: Decommissioning Project
Reporting to: Project Director / Project Manager
Employment Type: Fixed Term / Contract

Position Overview

Zenith Energy Australia is seeking an experienced Executive Assistant / Project Coordinator to provide high-level administrative and coordination support to the Project Leadership Team delivering an important Decommissioning Program.

The role will provide executive support to the project leadership team while coordinating the day-to-day administrative, governance, meeting and office activities required for the effective operation of the project.

This is a hands-on project role suited to an organised, proactive individual who is comfortable working within a fast-paced engineering and project delivery environment and coordinating across senior management, technical and functional teams, subcontractors and external stakeholders.

Key Responsibilities

Provide high-level administrative support to the Project Director, Project Manager and wider Project Leadership Team.

Coordinate diaries, meetings, appointments and project leadership activities.

Coordinate internal and external meetings, including meetings with the Commonwealth, subcontractors and other project stakeholders.

Prepare and coordinate meeting agendas, briefing materials, presentations and meeting packs.

Support the preparation, formatting and coordination of project correspondence, reports, presentations and briefing notes.

Coordinate leadership and project-related travel, accommodation and associated arrangements where required.

Assist the Project Leadership Team in managing competing priorities, commitments and project deadlines.

Handle confidential and commercially sensitive information with appropriate discretion.

Project Administration & Secretariat

Provide secretariat support for Project Leadership Team and other key project meetings.

Establish and maintain the project meeting calendar and recurring meeting cadence.

Coordinate meeting agendas and inputs from relevant project personnel.

Record meeting minutes, decisions, actions and agreed outcomes.

Maintain project action and decision registers and proactively follow up responsible personnel to support timely close-out.

Coordinate project workshops, reviews, planning sessions and other project activities.

Assist with the coordination and collation of weekly, monthly and other periodic project reporting inputs.

Maintain project contact lists, distribution groups, organisation charts and key personnel information.

Support the Project Manager and leadership team with general project coordination and administrative requirements.

Assist in coordinating onboarding and offboarding activities for project personnel.

Project Governance & Reporting Support

Provide administrative support to the project's governance and management processes.

Maintain and coordinate key project governance calendars, meeting schedules, reporting cycles and administrative deadlines.

Support the administration and maintenance of project registers including, as applicable:

action registers;

decision registers;

project correspondence registers;

deliverables and commitments registers;

lessons learned registers; and

governance and management action trackers.

Support the Project Manager and functional leads in monitoring outstanding actions, commitments and required responses.

Coordinate and collate inputs from project functions for management reports, leadership reviews and stakeholder meetings.

Assist in maintaining project organisation charts, governance structures, responsibility matrices and associated project management information.

Support preparation and administration of project assurance reviews, audits and governance meetings.

Assist with maintaining appropriate project records and supporting evidence for key decisions, approvals and project activities.

Work closely with Project Controls, Commercial, HSEQ and other functional teams to ensure project administrative information is appropriately coordinated and maintained.

Project Office & Team Coordination

Working along side the Office Manager support the efficient day-to-day operation of the project office.

• Maintain project office contact and emergency information in conjunction with relevant project functions.

Coordinate stationery, office supplies and other general office requirements.

Assist with project team communications, notices and administrative updates.

Coordinate project team events and functions as required.

Liaise with Zenith corporate support functions to resolve project office and administrative requirements.

Key Interfaces

The Executive Assistant / Project Coordinator will work closely with:

Project Director;

Project Manager;

Project Controls Manager and team;

Commercial & Procurement team;

HSEQ and Regulatory personnel;

Document Control;

Engineering and Technical Leads;

Zenith corporate support functions;

Client project personnel; and

Project subcontractors and external stakeholders.

Qualifications & Experience

Previous experience as an Executive Assistant, Project Administrator, Project Coordinator or similar role within a project-based environment.

Experience within oil & gas, energy, engineering, construction, resources, infrastructure or another major-project environment is highly desirable.

Demonstrated experience supporting senior managers and multidisciplinary project teams.

Strong experience coordinating meetings, agendas, minutes, actions and project administration.

Experience maintaining project registers, trackers and governance information.

Strong Microsoft Office skills, particularly Outlook, Word, Excel, PowerPoint and Teams.

Experience working with document management or project management systems would be advantageous.

Experience supporting government or highly regulated projects would be advantageous.

Skills & Attributes

Highly organised with strong attention to detail.

Proactive and able to anticipate the requirements of senior project personnel.

Strong written and verbal communication skills.

Able to confidently engage with senior management, technical personnel and external stakeholders.

Strong ability to prioritise and coordinate multiple activities and deadlines.

Comfortable following up actions and commitments across a multidisciplinary team.

Able to work independently while operating effectively as part of an integrated project team.

Professional and discreet when handling confidential or sensitive information.

Strong sense of ownership and willingness to take responsibility for ensuring administrative activities are completed.

Practical, adaptable and comfortable working within a dynamic project environment.

Job Information

$ - $

Sector

Corporate Support

Category

Executive Assistant, Administration, Project Support

Skills / Experience

Administration, Coordination, Professional Communication

Modern Office, Fitness Facilities, Positive Collaborative Work Environment