Executive Assistant & Project Support

Karlka Recruiting Group; Brisbane; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Part Time/Full Time opportunity

Onsite parking

Flexible hours

Employee Assistance Program available

Job summary

Karlka Recruiting Group, based in Shailer Park, QLD, is seeking an Executive Assistant & Project Support to provide high-level administration and project coordination across meetings, communications and priorities.

You will manage executive inboxes, coordinate diary management, prepare agendas and briefing materials, and support stakeholder engagement while maintaining project records in a fast-paced environment.

Qualifications

• Certificate IV in Business Administration, Project Administration or similar (desirable).
• Previous experience as an Executive Assistant, Personal Assistant, Project Administrator or similar role.
• Exceptional organisational and time management skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong attention to detail and accuracy.
• Ability to exercise discretion and maintain confidentiality.
• Strong stakeholder engagement and relationship management skills.
• Ability to work independently and proactively in a fast-paced environment.
• Experience using Microsoft 365 applications including Outlook, Word, Excel, Teams and SharePoint.
• Knowledge of Microsoft Bookings for scheduling and appointment management.
• Experience creating and managing forms, surveys and workflows using Microsoft Forms.
• Familiarity with Microsoft Copilot and AI-powered productivity tools.

Responsibilities

• Manage and triage executive email inboxes.
• Monitor, track and follow up outstanding actions.
• Organise, file and maintain electronic records and correspondence.
• Coordinate meetings, appointments and diary management.
• Prepare meeting agendas, briefing materials and supporting documentation.
• Coordinate stakeholder communications on behalf of executives.
• Manage travel bookings and logistics.
• Draft correspondence, reports, presentations and business communications.
• Attend meetings and record accurate minutes.
• Distribute meeting actions and monitor completion.
• Maintain project registers, trackers and documentation.
• Monitor project milestones, deliverables and deadlines.
• Coordinate project meetings and stakeholder engagement activities.
• Maintain SharePoint folders and project records.
• Provide general administrative support across company projects and priorities.

Skills

Executive Assistant

Project Administration

Organisation

Time management

Attention to detail

Discretion & confidentiality

Stakeholder engagement

Independent work

Microsoft 365

SharePoint

Education

Certificate IV in Business Administration

Tools

Microsoft 365

Outlook

Excel

Teams

SharePoint

Microsoft Forms

Bookings

Job description

About the Client

Karlka Recruiting Group – Shailer Park QLD

About the Position

The Executive Assistant & Project Support role provides high-level administrative and project support, ensuring the efficient coordination of meetings, communications, projects, business priorities and administrative processes. The position supports stakeholder engagement activities, project documentation, reporting requirements and organisational priorities.

Duties

• Manage and triage executive email inboxes.


• Monitor, track and follow up outstanding actions.


• Organise, file and maintain electronic records and correspondence.


• Coordinate meetings, appointments and diary management.


• Prepare meeting agendas, briefing materials and supporting documentation.


• Coordinate stakeholder communications on behalf of executives.


• Manage travel bookings and logistics.


• Draft correspondence, reports, presentations and business communications.


• Attend meetings and record accurate minutes.


• Distribute meeting actions and monitor completion.


• Maintain project registers, trackers and documentation.


• Monitor project milestones, deliverables and deadlines.


• Coordinate project meetings and stakeholder engagement activities.


• Maintain SharePoint folders and project records.


• Provide general administrative support across company projects and priorities.

Requirements / Skills

• Certificate IV in Business Administration, Project Administration or similar (desired).


• Previous experience as an Executive Assistant, Personal Assistant, Project Administrator or similar role.


• Exceptional organisational and time management skills.


• Ability to manage multiple priorities and deadlines simultaneously.


• Strong attention to detail and accuracy.


• Ability to exercise discretion and maintain confidentiality.


• Strong stakeholder engagement and relationship management skills.


• Ability to work independently and proactively in a fast-paced environment.


• Experience using Microsoft 365 applications including Outlook, Word, Excel, Teams and SharePoint.


• Knowledge of Microsoft Bookings for scheduling and appointment management.


• Experience creating and managing forms, surveys and workflows using Microsoft Forms.


• Familiarity with Microsoft Copilot and AI-powered productivity tools.

Benefits Working With Us

• Part Time/Full Time opportunity


• Based in Shailer Park, QLD right next to the Hyperdome


• Onsite parking


• Flexible hours


• Employee Assistance Program available

Nyiyaparli and other Aboriginal or Torres Strait Islander candidates are strongly encouraged to apply.

Only shortlisted candidates will be contacted for further discussion.

Applications received after the due date may be considered for similar roles.