Executive Assistant & Project Coordinator (Decommissioning)

Encore Technologies; Western Australia; Hybrid; AUD 90,000 - 115,000; Full time

Job summary

Zenith Energy Australia is seeking an experienced Executive Assistant / Project Coordinator to provide high-level administrative and coordination support to the Project Leadership Team delivering an important Decommissioning Program.

The role focuses on executive support, diary and meeting coordination, governance, and secretariat duties within a fast-paced engineering environment, interfacing with senior management, technical teams, subcontractors and external stakeholders.

Qualifications

• Previous experience as an Executive Assistant, Project Administrator or Project Coordinator in a project-based environment.
• Experience in oil & gas, energy, engineering, construction or major projects is highly desirable.
• Demonstrated experience supporting senior managers and multidisciplinary project teams.
• Strong skills coordinating meetings, agendas, minutes and project administration.
• Experience maintaining project registers, trackers and governance information.
• Strong Microsoft Office skills, particularly Outlook, Word, Excel, PowerPoint and Teams.

Responsibilities

• Provide high-level administrative support to the Project Director, Project Manager and wider Project Leadership Team.
• Coordinate diaries, meetings, appointments and project leadership activities.
• Coordinate internal and external meetings with Commonwealth, subcontractors and other stakeholders.
• Prepare and coordinate meeting agendas, briefing materials, presentations and packs.
• Support the preparation, formatting and coordination of project correspondence, reports and briefing notes.
• Coordinate leadership and project-related travel and accommodation arrangements.
• Assist in managing competing priorities, commitments and project deadlines.
• Handle confidential and commercially sensitive information with discretion.
• Maintain project meeting calendar, agendas and inputs from personnel.
• Record minutes, decisions and actions and follow up for timely close-out.
• Coordinate project workshops, reviews and planning sessions.
• Assist with weekly/monthly reporting inputs and project governance documentation.

Skills

Highly organised

Proactive

Communication skills

Stakeholder engagement

Independent worker

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Teams

Document management systems

Job description

Zenith Energy Australia is seeking an experienced Executive Assistant / Project Coordinator to provide high-level administrative and coordination support to the Project Leadership Team delivering an important Decommissioning Program.

The role focuses on executive support, diary and meeting coordination, governance, and secretariat duties within a fast-paced engineering environment, interfacing with senior management, technical teams, subcontractors and external stakeholders.