Executive Assistant - Melbourne, VIC | 10-month contract

Tetra Tech; Melbourne; On-site; AUD 70,000 - 100,000; Part time

Job summary

Tetra Tech Coffey is seeking an experienced Executive Assistant to provide professional, proactive and confidential support to our CEO. This office-based role offers flexible hours with part-time and full-time arrangements considered, and a chance to work at the center of a global leadership team.

You will manage the CEO's calendar, coordinate approvals, track key actions and prepare materials for executive decision-making.

Qualifications

• Experience supporting a CEO or senior executive in a professional services or corporate environment.
• Strong organisational and time management skills with the ability to manage multiple priorities.

Responsibilities

• Manage the CEO's calendar, meetings, correspondence and inbox; ensure priorities are tracked.
• Coordinate executive approvals and sign-offs, follow up on information and ensure timely completion.
• Proactively monitor outstanding actions and liaise with senior leaders to progress priorities.
• Coordinate signatures and corporate documentation; manage related admin processes.
• Arrange travel and itineraries for the CEO and senior executives as required.
• Prepare agendas, take minutes and track actions for leadership meetings.
• Support monthly business reports and prepare briefing materials for leadership forums.
• Develop presentations and meeting documentation for executive use.
• Coordinate leadership workshops and strategic planning sessions, in person and virtual.
• Maintain organisational charts and assist across senior management.

Skills

Executive support experience

Time management

Communication

Discretion

Attention to detail

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams

Job description

• Work closely with our CEO and senior leadership team in a diverse, global organisation
• Office-based role with flexible working hours - part-time and full-time arrangements considered
• Bring your organisational expertise, initiative and sound judgement to a trusted executive support role

The Opportunity

Tetra Tech Coffey is seeking an experienced and highly organised Executive Assistant to provide professional, proactive and confidential support to our CEO.

This is a varied and engaging role where you'll work closely with the CEO and senior leadership team, helping to keep business priorities on track, coordinate key activities and ensure the smooth running of executive operations.

We're looking for someone who enjoys being at the centre of a busy business, can anticipate needs, navigate competing priorities and build strong working relationships at all levels.

The Role

As Executive Assistant to the CEO, you'll play an important role in supporting effective decision-making, executive communications and the coordination of business activities.

Your responsibilities will include:

Executive Support & Coordination

• Manage the CEO's calendar, meetings, correspondence and inbox, ensuring priorities and commitments are effectively managed.
• Coordinate executive approvals in accordance with delegated authorities, reviewing requests, following up on outstanding information and ensuring timely completion.
• Proactively monitor outstanding actions and commitments, liaising with senior leaders and teams to progress key priorities.
• Coordinate executive and director signatures, corporate documentation and related administrative processes.
• Arrange travel, itineraries and associated logistics for the CEO and other senior executives as required.

Leadership & Business Operations

• Coordinate management meetings, including preparing agendas, attending meetings, recording minutes and tracking actions.
• Support the preparation and coordination of monthly business reports for regional leadership.
• Develop and maintain professional presentations, briefing materials and meeting documentation for executive and leadership forums.
• Coordinate leadership workshops, strategic planning sessions and other key business meetings, both in person and virtually.
• Maintain organisational charts and support administrative activities across the senior management team.

Stakeholder Engagement & Corporate Administration

• Act as a key point of contact between the CEO, senior leadership, internal teams and key stakeholders across the broader Tetra Tech organisation.
• Respond to internal queries regarding executive approvals, corporate processes and administrative requirements.
• Liaise with executive assistants and senior stakeholders across Tetra Tech's regional and global operations.
• Coordinate corporate award nominations and employee recognition initiatives.
• Manage corporate credit card reconciliations and other executive administrative requirements.

About You

You'll be an experienced Executive Assistant who takes pride in providing exceptional support, building trusted relationships and making things happen behind the scenes.

You'll bring:

• Demonstrated experience supporting a CEO, Managing Director or senior executive in a complex business environment.
• Exceptional organisational and time management skills, with the ability to manage multiple priorities and competing deadlines.
• A proactive, solutions-focused approach, with the confidence to anticipate needs and work independently.
• Strong communication and interpersonal skills, with the ability to engage professionally and confidently with stakeholders at all levels.
• Excellent attention to detail and a high standard of written communication, documentation and presentation preparation.
• Sound judgement, discretion and the ability to manage sensitive and confidential information.
• Advanced proficiency in Microsoft Office, particularly Outlook, Word, Excel, PowerPoint and Teams.
• A collaborative, adaptable approach and a genuine willingness to support others.

Experience working within a professional services, engineering, consulting or similarly complex corporate environment would be highly regarded.

Why Join Us?

This is an opportunity to work closely with senior business leaders in a role where your contribution will be genuinely valued.

• Flexibility: Part-time or full-time hours considered to suit your circumstances.
• Variety: A broad and engaging role supporting executive priorities and business operations.
• Connection: The opportunity to work with experienced leaders and colleagues across a global organisation.
• Impact: A trusted position where your initiative, professionalism and organisational skills will make a meaningful difference.

Interested?

If you're an experienced Executive Assistant looking for a rewarding role with flexibility, variety and the opportunity to work alongside senior leaders, we'd love to hear from you.

About Us

Tetra Tech Coffey is part of Tetra Tech, a leading provider of provides high-end environmental, geotechnical, digital, and engineering design consulting services.We bring together technical expertise, innovative thinking and practical solutions to address complex challenges across the built and natural environments.

Our people work collaboratively across disciplines, industries and geographies, delivering projects that make a positive difference to communities and the environment.