Executive Assistant and Purchasing Support

Adelaide Airport; Adelaide; On-site; AUD 70,000 - 95,000; Full time

Job summary

Adelaide Airport is seeking an Executive Assistant and Purchasing Support to provide high‑level governance and business administration support to the EGM Technology & Innovation and the Technology & Innovation unit. The role will also coordinate purchasing, procure‑to‑pay and related financial administration for the business unit.

Key duties include managing the EGM’s diary, travel arrangements, presenting materials, onboarding/offboarding staff, budgeting support and board papers coordination,

Qualifications

• Experience in executive assistance and business administration.
• Experience in purchasing/procure-to-pay and finance administration.
• Ability to handle confidential information with discretion.
• Experience coordinating procure-to-pay activities (requisitions, POs, invoicing).
• Strong attention to detail and structured records management.
• Experience coordinating executive and board papers.

Responsibilities

• Provide high level administrative support to the Executive General Manager Technology & Innovation.
• Manage the EGM T&I diary, priorities, routine correspondence and scheduling of meetings.
• Coordinate travel arrangements, itineraries, events and business-unit activities.
• Prepare and coordinate presentations, briefings and materials for meetings.
• Coordinate credit card expense entry and reconciliation.
• Assist with onboarding and offboarding T&I employees and contractors.
• Coordinate the procurement-to-pay processes and budgets for the unit.
• Support governance reporting and board papers including deadlines and version control.

Skills

Executive assistance

Business administration

Purchasing/procure-to-pay

Finance administration

Contract administration

Confidential information handling

Budget coordination

Vendor coordination

Stakeholder liaison

Document management

Education

Relevant professional qualifications

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Job Details: Executive Assistant and Purchasing Support

Full details of the job.

Vacancy Name

Vacancy Name Executive Assistant and Purchasing Support

Vacancy No

Vacancy No VN474

Location

Employment Type

Employment Type FT - Full-time

Hours Per Week (Part Time Only)

Position Purpose

The role provides high-level executive, governance and business administration support to the Executive General Manager Technology and Innovation and the Technology and Innovation business unit, while also coordinating purchasing, procure-to-pay and related financial administration for the business unit.

Key Accountabilities

Executive Support

• Provide high level administrative support to the Executive General Manager Technology & Innovation (EGM T&I).
• Manage the EGM T&I diary, priorities, routine correspondence and scheduling of internal and external meetings.
• Coordinate travel arrangements, itineraries, events and business-unit activities.
• Prepare and coordinate presentations, briefings and materials for business-unit and other meetings.
• Coordinate credit card expense entry and reconciliation.
• Assist with onboarding and offboarding T&I employees and contractors.

Governance and Reporting Coordination

• Coordinate the compilation, review and timely submission of the T&I monthly report.
• Coordinate Board and Executive papers to support quality, consistency and timely delivery, including tracking deadlines, consolidating inputs and managing submission requirements.
• Coordinate inputs, meetings, version control and documentation required to support the development, review and update of strategic and business plans.
• Maintain business unit actions, decisions, calendars and reporting schedules and follow up agreed deliverables.
• Coordinate information and responses required by internal stakeholders and corporate functions.

Business Unit and Financial Administration

• Support the T&I senior leadership team in the annual budget cycle, including coordination of inputs, review and timely submission.
• Maintain expenditure trackers and support reporting against approved budgets, escalating material variances to the appropriate manager.
• Provide general administrative guidance and support to T&I team members where it relates to business unit processes.
• Coordinate purchase requisitions, purchase order creation, goods receipting and related procure-to-pay administration in accordance with approved processes.
• Check invoices against purchase orders, goods receipting records and contract terms to support timely and accurate payment, escalating discrepancies to the relevant manager.
• Support updates to current and future budgets.
• Maintain expenditure tracking and reporting against approved budgets.
• Provide finance administration guidance and support to T&I team members.
• Support purchasing activities in accordance with approved delegations, procurement policies and financial controls, ensuring appropriate approvals are obtained before commitments are made.

Team and Stakeholder Support

• Contribute to a collaborative, can do mindset that supports a positive workplace culture.
• Build effective cross functional relationships throughout the business and with key external stakeholders.
• Embed customer service in attitudes and actions.
• Contribute to a safe, healthy and discrimination-free workplace.
• Comply with the WHS Responsibility Guidelines and Environmental Responsibility Procedure.
• Perform other duties reasonably directed by the EGM T& I

Live the AAL values

• Accountability – Excellence starts with ownership
• Integrity – Do the right thing, even when no one’s around to see it
• Respect – Good humans make great workplaces
• Teamwork – Collaboration drives us Celebration unites us
• Customer Focused – Think customer. Always!

Qualifications/Skills/Experience

• Relevant professional qualifications will be highly regarded.
• Relevant experience in executive assistance, business administration, purchasing/procure-to-pay, finance administration, contract administration or a comparable commercial support role, preferably supporting a senior leader or business unit.
• Demonstrated ability to handle confidential and commercially sensitive information, exercise sound judgement and discretion, and manage competing priorities in support of a senior executive or leadership team.
• Demonstrated experience coordinating procure-to-pay activities, including purchase requisitions, purchase orders, invoice verification, goods receipting, approval workflows and discrepancy resolution.
• Strong attention to detail and a demonstrated record of accurately completing financial, purchasing or commercially sensitive transactions in accordance with approved processes and controls.
• Experience maintaining registers, trackers, reporting schedules, action logs and structured records to support business-unit reporting, governance and follow-up.
• Proficiency with Microsoft Word, Excel, Outlook and other business productivity tools, with the ability to use or quickly learn finance, procurement, document management and contract-management systems.
• Experience coordinating executive, Board, committee or senior leadership papers, reports, presentations or briefing materials, including consolidating inputs, tracking deadlines and managing version control.
• Experience supporting budget coordination, expenditure tracking, variance monitoring or financial reporting within a business unit or corporate support environment.
• Experience liaising with internal stakeholders, corporate functions and external suppliers to coordinate information, resolve administrative issues and support timely business outcomes.