Executive Assistant / Office Manager

Plenary Group; Sydney; On-site; AUD 90,000 - 130,000; Full time

Job summary

Plenary Group in Sydney seeks an experienced Executive Assistant to three Board Directors and the Chief Investment Officer on a 9–12 month fixed-term contract. You will coordinate the Investment Committee and board meetings across Australia and internationally, and manage day-to-day operations of the Sydney office.

The role requires managing complex diaries and travel, preparing board papers and agendas, coordinating papers for monthly meetings, and organising events.

Qualifications

• 3+ years in a similar executive assistant role
• Proficient in MS Word/PowerPoint and intermediate Excel
• Experience supporting senior executives in professional or financial services environment

Responsibilities

• Provide high-level executive support to three Board Directors and the Chief Investment Officer
• Coordinate Investment Committee and board meetings across Australia and internationally
• Manage Sydney office operations and day-to-day administration

Skills

Executive support

Diary management

MS Office

Travel coordination

Event coordination

Stakeholder management

Education

Bachelor's degree in business or related field

Tools

MS Word

PowerPoint

Excel

Teams

Job description

Join Plenary on a 9–12 month fixed-term contract covering parental leave, providing high-level executive support and managing our Sydney office.

Our Culture

Plenary is a people business and our employees are at the heart of our success. We bring together high-performing professionals with a commitment to excellence in the procurement, delivery, and management of public infrastructure.

• We celebrate diversity and promote inclusivity
• We are endorsed by the DCA as an Inclusive Employer
• We believe in ensuring our infrastructure projects offer long-term economic, social and environmental dividends to the communities in which they exist
• We offer a work environment that rewards performance and culture where our people can thrive professionally and personally

The Role

This role provides high-level executive support to three Board Directors and the Chief Investment Officer, coordinates the Investment Committee and various Board meetings across Plenary's Australian and international entities, and manages the day-to-day operations of the Sydney office.

The successful candidate will manage complex diaries and travel, keep the Investment Committee processes on schedule, and coordinate and organise events, including a range of internal staff events throughout the year.

The role involves high level of collaboration with the wider Administration team and most areas across the business, as well as with external stakeholders across Australia, New Zealand, the UK, Europe and the Middle East.

Key responsibilities include:

Executive support

• Diary management for Director’s and the Chief Investment Officer
• Supporting the preparation and formatting of presentations, board papers, agendas and other business documents as required
• Scheduling and coordinating papers for monthly Investment Committee meetings
• Booking complex domestic and international travel, including multi-city itineraries, flights, accommodation, transfers and car hire
• Preparing itineraries for travelling executives and visitors to the Sydney office
• Monitoring travel against policy and travel reporting

Events

• Coordinating a range of internal staff events and assisting on wider company offsite committees
• Supporting community and volunteering activities and internal culture initiatives

Finance and administration

• Expenses management, including monthly corporate card reconciliations and submissions in Concur
• Supplier invoice reconciliations and processing

Office management (Sydney)

• Managing operations of Sydney Office responsible for meeting rooms, common areas, the kitchen and office equipment
• Maintaining relationships with building management, including communicating building notices, shutdowns, maintenance and emergency exercises to staff
• Managing supplier and contractor relationships, including service and repairs
• Coordinating new starter set-up and office inductions with People & Culture
• Member of the Sydney office WHS team, helping to ensure a safe workplace
• Supporting Reception and the Administration team with general office and ad hoc duties
• Supporting visiting Plenary team members and international colleagues

What you'll bring:

• At least 3 years’ experience in a similar role with a professional or financial services firm, supporting senior executives
• High level of proficiency in MS Office suite specifically MS Word and PowerPoint, and intermediate Excel
• Demonstrated knowledge of standard office administrative practices and procedures

It would be great if you also have:

• A bachelors degree in business, communications or a related field
• Experience coordinating events

You will also be/have:

• Proficient in MS Office - particularly Word, PowerPoint, Excel & Teams
• Strong knowledge of formatting and presentation set up
• Good judgement and decision-making skills
• Strong team player
• Time management skills with the ability to manage competing and changing deadlines
• Organisation and planning skills
• Communication skills with persons on all levels
• Initiative and adaptability
• Confidentiality
• Detail oriented with high level of accuracy
• Comfortable working under pressure

We are excited by the opportunity to connect with talented professionals who can be part of Plenary.

We are an equal opportunity employer. All applications will be handled with complete confidentiality, only short-listed applicants will be contacted. Agency resumes will not be accepted and applicants must have working rights for Australia.