Executive Assistant & People Coordinator

Energy Locals; Melbourne; On-site; AUD 70,000 - 110,000; Full time

Job summary

Energy Locals in Melbourne is seeking an Executive Assistant & People Coordinator to support the CEO and the Executive Leadership Team, manage employee records in Employment Hero, and oversee day-to-day office arrangements. The role acts as the administrative link to our outsourced P&C services, coordinating lifecycle processes and payroll-related matters.

You will handle calendars, travel, document preparation, recruitment logistics, onboarding/offboarding, and office coordination to keep the

Qualifications

• Exceptionally organised and reliable with strong attention to detail.
• Ability to support multiple senior leaders with competing priorities.
• Discretion handling confidential information and business needs.

Responsibilities

• Provide day-to-day support to the CEO and Executive Leadership Team, including diary and meeting coordination, occasional travel arrangements, correspondence, document and presentation preparation, and related administrative tasks
• Coordinate agendas and papers, attend meetings, capture decisions and actions, circulate notes, and follow up overdue items
• Maintain an action register with owners, due dates and status, escalating overdue items
• Maintain employee records and Employment Hero data; process changes and prepare standard letters
• Coordinate recruitment administration and logistics, interview scheduling and candidate communication, maintain recruitment records
• Coordinate onboarding and offboarding, onboarding documentation and inductions, IT access and equipment coordination, payroll leaver details and access removal
• Act as day-to-day liaison with outsourced P&C provider, collate information, arrange meetings and ensure tasks are completed on time
• Keep the Melbourne office running smoothly with building management liaison, facilities, supplies, and meeting room upkeep
• Organise company and team events, including venues, catering, travel, invitations and on-the-day coordination

Skills

Diary management

Executive support

People administration

Office coordination

Recruitment coordination

Communication

Discretion

Travel coordination

Tools

Microsoft Office

Employment Hero

Job description

Executive Assistant & People Coordinator

The Executive Assistant & People Coordinator provides high-quality administrative support to the CEO and Executive Leadership Team, while coordinating employee administration, maintaining people systems and records and managing day-to-day office arrangements. The role keeps the executive team organised, tracks agreed actions and follows up outstanding items, and makes sure employee administration and office basics are handled accurately and on time. The role is also the administrative link between Energy Locals and our outsourced People & Culture (P&C) services. This includes administering the P&C part of Employment Hero, preparing approved employment documents, coordinating employee lifecycle processes and providing information and administrative support to the outsourced provider.

Key responsibilities

Provide day-to-day support to the CEO and Executive Leadership Team, including diary and meeting coordination, occasional travel arrangements, correspondence, document and presentation preparation, and related administrative tasks

Coordinate agendas and papers, attend agreed executive and team meetings, capture clear decisions, actions and owners, circulate notes within agreed timeframes, and follow up outstanding actions

Maintain an action register recording owners, due dates and status and **escalate overdue items**

Maintain accurate employee records and Employment Hero data, process approved changes to employment details, prepare standard letters from approved templates, manage routine workflows and answer straightforward process questions

Coordinate recruitment administration and logistics, including interview scheduling and candidate communication, maintain recruitment records and coordinate other agreed steps such as approved advertisements, reference checks and offer documentation

Coordinate onboarding and offboarding, including onboarding documentation and inductions, arranging IT access and equipment with IT, exit checklists, providing leaver details to payroll and removing system access

Act as the day-to-day coordination point with our outsourced P&C service provider: collate information, arrange meetings, maintain action and priority lists, and ensure agreed internal administrative tasks are completed on time

Keep the Melbourne office running smoothly, including liaison with building management, access and facilities matters, office and kitchen supplies, meeting room upkeep, and coordination of cleaning and maintenance requirements

Help organise company and team events both in the office and offsite, including venues, catering, travel, invitations, materials and on-the-day coordination

About you

Exceptionally organised, reliable and good at closing loops rather than just recording tasks

Comfortable supporting several senior leaders with competing priorities and changing deadlines, and able to flag capacity constraints and seek agreement on priorities when required

Use sound judgement and discretion when handling confidential business and employee information

Practical and hands-on, and able to easily move between executive support, people administration and everyday office tasks

Proactive, calm under pressure and willing to solve small problems before they become bigger ones

Write clearly and produce well-presented documents, presentations and meeting materials, including drafting routine correspondence and formatting material supplied by others

Confident using Microsoft Office and business systems, and able to become a highly capable user of Employment Hero

Able to bridge the administrative gap between our outsourced P&C provider and managers, while recognising when a matter requires specialist advice

About us

Energy Locals values being customer obsessed, hungry for growth, commercially grounded, putting teamwork first and communicating with clarity. The working environment is pragmatic, ambitious, collaborative, low-ego and straight talking.