Executive Assistant | Part-Time | 12-Month Maternity Leave Cover

ICON; Brisbane; On-site; AUD 42,000 - 54,000; Part time

Job summary

Icon is seeking an Executive Assistant for a 12‑month maternity leave cover. This part‑time role (three days per week) is based in Milton, Brisbane, starting January 2027.

You will provide high‑level administrative support to the General Manager and senior leadership, including diary management, travel arrangements, meeting coordination, presentations and correspondence. You will liaise with clients, subcontractors and suppliers, and support project teams with various admin tasks.

Qualifications

• Proven experience as an Executive Assistant, ideally in a large/complex setting.
• High level of integrity, discretion and confidentiality.
• Strong written and verbal communication skills.
• Ability to anticipate the needs of senior leaders.
• Excellent time management and prioritisation skills.
• Strong attention to detail and organisational capability.
• Ability to manage multiple priorities confidently.

Responsibilities

• Provide high-level administrative support to the General Manager and senior leadership, including diary management and travel arrangements.
• Coordinate meetings, prepare presentations and handle correspondence.
• Liaise with clients, subcontractors and suppliers.
• Support project teams with various administrative tasks as required.
• Prepare agendas and take minutes for meetings.
• Draft and coordinate Queensland communications, including newsletters and staff updates.
• Coordinate Queensland events, including venues, invitations and RSVPs.
• Support HR onboarding, including induction schedules and equipment information for new starters.
• Prepare and process credit card transactions and manage supplier accounts.
• Coordinate photography requirements for projects and staff; maintain office documents and calendars.
• Oversee day-to-day operation of the Queensland office.

Skills

Diary management

Travel coordination

Stakeholder engagement

Written communication

Calendar management

Attention to detail

Discretion/confidentiality

Tools

Microsoft Office

Job description

Executive Assistant | Part-Time | 12-Month Maternity Leave Cover

• 12-month maternity leave cover commencing January 2027
• Part-time, three days per week
• Based in Milton, Brisbane

Why Icon?

With a workforce of nearly 800 employees and with projects across Australia and New Zealand Icon is a large, diversified construction business, and supported by our parent company Kajima Corporation. With over 80 projects ranging in size from $50m to $800m and annual revenues in excess of $1.7b, we have the industry’s greatest breadth of sector capability delivering projects of any size, any scale, anywhere.

At Icon, our people are our greatest asset. Without them, we would not be the successful business that we are today.

Main responsibilities include:

• Providing high-level administrative support to the General Manager and senior leadership team, including diary management, travel arrangements, meeting coordination, presentations and correspondence.
• Liaising with internal and external stakeholders, including clients, subcontractors and suppliers.
• Supporting project teams with various administrative tasks as required.
• Preparing agendas and taking minutes for meetings.
• Drafting and coordinating Queensland communications, including newsletters, staff updates and social media content.
• Coordinating Queensland events, including venues, invitations, RSVPs, suppliers and promotional materials.
• Supporting HR with onboarding new starters, including induction schedules, equipment and new starter information.
• Preparing and processing credit card transactions and managing assigned supplier accounts.
• Coordinating photography requirements for projects and staff.
• Maintaining key office documents, calendars, organisation charts and contact information.
• Managing the day-to-day operation of the Queensland office.

What you'll bring:

• Proven experience as an Executive Assistant, ideally within the construction industry.
• A warm, approachable and professional manner.
• A high level of integrity, discretion and confidentiality.
• Strong written and verbal communication skills.
• The ability to anticipate the needs of senior leaders.
• Excellent time management and prioritisation skills.
• Strong attention to detail and organisational capability.
• The ability to confidently manage multiple priorities.
• Proficiency in Microsoft Office.