Executive Assistant & Corporate Services Partner

ACS Property Services; City of Melbourne; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Wellness centre access

Rooftop terrace views

Professional development & career—ACS

Job summary

ACS Property Services, based in Melbourne, seeks an Executive Assistant & Corporate Services Partner to provide proactive executive support to the CEO and coordinate shared corporate services. The role is approx. 45% EA duties and 55% corporate services, with flexibility to meet priorities.

The role combines administration with strategic coordination, analysis, and process improvement. It is a hands-on, onsite role at South Melbourne, with opportunities to drive efficiency across Finance, People

Qualifications

• At least five years’ experience in senior executive support, corporate services, business coordination or a comparable role in a fast-paced environment.
• Tertiary Qualifications; Business Admin, Commerce, Project Management preferred but not essential.
• Demonstrated ability to anticipate executive needs, manage competing priorities and exercise sound judgement with minimal supervision.
• Strong project coordination, action tracking, analytical and problem-solving capability, with a record of delivering agreed outcomes.
• Excellent written and verbal communication, minute-taking, document preparation and stakeholder-management skills.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint and Excel; confidence learning and improving business systems.
• High attention to detail, discretion and integrity when handling sensitive, confidential and commercially important information.
• A practical, service-oriented mindset with the confidence to follow up, constructively challenge and avoid when commitments are at risk.
• Ability to work collaboratively across functions without confusing coordination responsibility with functional ownership.

Responsibilities

• Proactively manage the CEO’s diary, priorities and meeting schedule, protecting time for strategic and high-value activity.
• Triage the CEO’s incoming communications and correspondence; identify urgent matters, draft responses and ensure agreed follow-up.
• Prepare agendas, briefing packs, presentations and supporting information so the CEO is ready for meetings and key decisions.
• Coordinate Leadership Team and other executive meetings, record decisions and actions, and follow up owners and due dates.
• Coordinate domestic and international travel, itineraries, accommodation, logistics and contingencies within policy and budget.
• Manage confidential information, executive expenses, key stakeholder liaison, hospitality and other administrative requirements for the CEO.
• Coordinate cross-functional corporate-services projects, workplans, milestones, risks, communications and status reporting.
• Prepare and consolidate leadership reports, board packs, presentations and internal communications using information supplied by accountable leaders.
• Maintain the central register of Leadership Team actions, decisions and key corporate-services commitments; elevate overdue or at-risk items.
• Review administrative workflows and implement agreed improvements that reduce duplication, improve responsiveness and strengthen consistency.
• Coordinate corporate suppliers, office facilities, equipment, records, meetings, events and new-starter logistics in partnership with relevant owners.
• Provide shared administrative and coordination support across Finance, People and Culture, Marketing and Operations based on agreed priorities (including IT and Fleet matters).
• Support policy administration, document control and governance processes; functional owners remain accountable for content, approval and compliance.
• Undertake research, analysis and special projects as directed by the CEO or agreed with the relevant corporate-services leader.
• Office compliance, maintaining compliance registers, coordinating inspections and testing, monitoring corrective actions, contractor documentation, emergency procedures, office inductions and document control.

Skills

Executive support

Corporate services

Project coordination

Stakeholder management

Analytical thinking

Problem solving

Attention to detail

Discretion

Communication

MS Office

Education

Business Admin

Tools

Microsoft Outlook

Word

PowerPoint

Excel

Job description

ACS Property Services – South Melbourne VIC

ACS Property Services is a leading national provider of commercial cleaning and
property services, supporting more than 1,000 client sites across Australia with a
team of approximately 800 employees.

Since 2007, our growth has been driven by our commitment to being Customer
Centric, Always Innovating, and working as One Team, One Family. We’re ambitious,
people-focused and proud to create opportunities for our team to grow with us.

About the role

The Executive Assistant & Corporate Services Partner provides proactive, confidential executive support to the Chief Executive Officer while delivering shared coordination and business support across ACS corporate services.

The role is allocated approximately 45% to Executive Assistant responsibilities and 55% to shared corporate services responsibilities. The allocation may flex to meet business priorities, with material changes agreed with the CEO.

This is a hands‑on role combining high-quality administration with strategic coordination, analysis, implementation support and process improvement. The position does not replace the accountability or decision‑making authority of Finance, People and Culture, Marketing, Operations or other functional leaders.

Hours: Full-Time
Location: Onsite at level 4, 18 Thomson Street, South Melbourne

Primary Activities:

• Proactively manage the CEO’s diary, priorities and meeting schedule, protecting time for strategic and high-value activity.
• Triage the CEO’s incoming communications and correspondence; identify urgent matters, draft responses and ensure agreed follow-up.
• Prepare agendas, briefing packs, presentations and supporting information so the CEO is ready for meetings and key decisions.
• Coordinate Leadership Team and other executive meetings, record decisions and actions, and follow up owners and due dates.
• Coordinate domestic and international travel, itineraries, accommodation, logistics and contingencies within policy and budget.
• Manage confidential information, executive expenses, key stakeholder liaison, hospitality and other administrative requirements for the CEO.

Shared corporate-services support – approximately 55%

• Coordinate cross-functional corporate-services projects, workplans, milestones, risks, communications and status reporting.
• Prepare and consolidate leadership reports, board packs, presentations and internal communications using information supplied by accountable leaders.
• Maintain the central register of Leadership Team actions, decisions and key corporate-services commitments; elevate overdue or at-risk items.
• Review administrative workflows and implement agreed improvements that reduce duplication, improve responsiveness and strengthen consistency.
• Coordinate corporate suppliers, office facilities, equipment, records, meetings, events and new-starter logistics in partnership with relevant owners.
• Provide shared administrative and coordination support across Finance, People and Culture, Marketing and Operations based on agreed priorities (including IT and Fleet matters).
• Support policy administration, document control and governance processes; functional owners remain accountable for content, approval and compliance.
• Undertake research, analysis and special projects as directed by the CEO or agreed with the relevant corporate-services leader.
• Office compliance, maintaining compliance registers, coordinating inspections and testing, monitoring corrective actions, contractor documentation, emergency procedures, office inductions and document control.

What you'll bring

• At least five years’ experience in senior executive support, corporate services, business coordination or a comparable role in a fast-paced environment.
• Tertiary Qualifications; Business Admin, Commerce, Project Management preferred but not essential.
• Demonstrated ability to anticipate executive needs, manage competing priorities and exercise sound judgement with minimal supervision.
• Strong project coordination, action tracking, analytical and problem-solving capability, with a record of delivering agreed outcomes.
• Excellent written and verbal communication, minute-taking, document preparation and stakeholder-management skills.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint and Excel; confidence learning and improving business systems.
• High attention to detail, discretion and integrity when handling sensitive, confidential and commercially important information.
• A practical, service-oriented mindset with the confidence to follow up, constructively challenge and avoid when commitments are at risk.
• Ability to work collaboratively across functions without confusing coordination responsibility with functional ownership.

Why Join ACS?

• Why Join ACS?
• Opportunity to contribute to the growth of one of Australia's leading and most ambitious property services businesses.
• Work with a collaborative, high-performing team that values innovation,
  accountability and continuous improvement.
• Exposure to major national clients and exciting opportunities across a diverse
  range of industries.
• A dynamic and autonomous role where your contribution has a direct impact
  on business growth and success.
• Be based in our brand-new Melbourne Head Office, designed to support
  collaboration, innovation and employee wellbeing.
• Access premium workplace amenities including a dedicated wellness centre
  with yoga facilities, sauna and cold plunge, modern end-of-trip facilities, and
  a stunning rooftop terrace with 360-degree views across Melbourne's skyline.
• Ongoing professional development and career progression opportunities as
  ACS continues to expand nationally.
• Competitive salary package, performance incentives and the opportunity to
  grow your career with a business that invests in its people.

At ACS, we embrace a diverse and inclusive workforce, welcoming the varied life experiences and perspectives of employees, irrespective of age, gender, ethnicity,
religion, cultural background, disability or sexual orientation. Indigenous Australians,

Torres Strait Islander people and minority groups are encouraged to apply.