Executive Assistant

Zenith Energy Australia; Western Australia; On-site; AUD 85,000 - 125,000; Part time

Job summary

Zenith Energy Australia is seeking an experienced Executive Assistant / Project Coordinator to support the Project Leadership Team on a major Decommissioning Program in Perth, Western Australia. The role requires exceptional organisation, discretion and the ability to manage calendars, travel and governance activities.

You will coordinate meetings with senior management, subcontractors and external stakeholders, prepare briefing materials, and help maintain project records and reporting to

Qualifications

• Previous EA/PA experience in a project-based environment.
• Experience supporting senior leaders and coordinating governance.
• Strong MS Office skills and document management.
• Ability to manage calendars, meetings and travel.

Responsibilities

• Provide high-level administrative support to Project Director and PM.
• Coordinate diaries, meetings and travel arrangements.
• Prepare agendas, briefing materials and meeting packs.
• Record minutes and track actions and decisions.
• Maintain project governance calendars and registers.
• Support project reporting and stakeholder communications.
• Assist onboarding/offboarding of project personnel.
• Liaise with subcontractors and external stakeholders.
• Ensure confidential information is handled discreetly.

Skills

Executive support

Meetings coordination

Documentation management

Stakeholder engagement

MS Office proficiency

Tools

MS Office

SharePoint

Teams

Job description

Job Description

Executive Assistant

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

Executive & Leadership Support

• 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 Leadership Team;

• 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 prioritize 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.