Executive Assistant - Supply Chain & Transport

Coles Group; City of Melbourne; On-site; AUD 85,000 - 110,000; Full time

Benefits offered by this job

Gym facility

Free parking

Discounts on groceries

Coles staff discounts

Job summary

Coles Group is seeking an Executive Assistant to support three General Managers within our Supply Chain team from the Hawthorn Support Centre. The role requires exceptional Organisation, stakeholder engagement, and the ability to manage competing priorities in a fast-paced environment.

You will coordinate meetings, travel, and events, manage documentation, and ensure adherence to governance and confidentiality. This is a highly visible role within a large, national retailer.

Qualifications

• Previous experience as an Executive Assistant, ideally within a large and complex organisation.
• Proven ability to plan and coordinate multiple priorities under pressure.
• Excellent written and verbal communication skills and attention to detail.
• Strong organisational skills with a proactive, confidential approach.

Responsibilities

• Plan, coordinate, and monitor a range of administrative activities, ensuring deadlines are met.
• Liaise with internal and external stakeholders to schedule meetings, share documents, and maintain governance.
• Organise meetings, interviews, events, and travel logistics, including venues, catering and accommodation.
• Manage documentation and ensure compliance with systems and processes.
• Track and reconcile expenses in line with policy.
• Identify and report non-compliance and support stakeholder engagement through meetings and communications.

Skills

Planning & Organisation

Communication skills

MS Office

Stakeholder management

Travel logistics

Tools

Microsoft Office

Corporate systems

Job description

Executive Assistant - Supply Chain & Transport

We’ve been proudly serving Australian communities since 1914 and have grown to become a top 30-listed company on the ASX with a portfolio of iconic homegrown brands. At the heart of our continued success is over 115,000 team members working across the country, all contributing to bringing our customers smiles. You’ll not only get to see your work make a difference, you’ll be part of a team working together to help Australians eat and live better every day.

We’ve been proudly serving Australian communities since 1914 and have grown to become a top 30-listed company on the ASX with a portfolio of iconic homegrown brands. At the heart of our continued success is over 115,000 team members working across the country, all contributing to bringing our customers smiles. You’ll not only get to see your work make a difference, you’ll be part of a team working together to help Australians eat and live better every day.

About the team

Supply Chain makes life easier, safer, and more sustainable across our network. Our team works with thousands of trusted businesses every day to bring together our suppliers, distribution centres and stores. By keeping those relationships strong and processes running smoothly, we’re able to maintain the availability and quality of our products for our customers.

About the role

Are you a highly organised and proactive professional who thrives in a fast-paced environment? We're looking for an Executive Assistant to provide seamless support to three General Managers within our Supply Chain team, while also assisting their direct reports and broader teams to help ensure the smooth running of day-to-day operations.

Based at our Hawthorn Support Centre, you'll play a critical role in managing priorities, coordinating key activities, and enabling our leaders to focus on delivering strategic outcomes for the business. This is a highly visible role that requires strong organisational skills, sound judgement, and the ability to build effective relationships across all levels of the organisation.

You’ll also:

• Plan, coordinate, and monitor a range of administrative activities, ensuring deadlines are met


• Liaise with internal and external stakeholders to schedule meetings, share documents, and maintain governance


• Organise meetings, interviews, events, and travel, including venues, catering, and accommodation


• Manage documentation and ensure compliance with systems and processes


• Track and reconcile expenses, adhering to policy and advising on updates


• Identify and report instances of non-compliance, always ensuring confidentiality
  Support stakeholder engagement through meetings, events, and communication

About you and your skills

You're an experienced Executive Assistant who brings exceptional organisational capability, strong communication skills and a calm, solutions-focused approach. You enjoy working in a dynamic environment, can confidently manage competing priorities, and know how to balance urgency with sound judgement.

You'll be comfortable working with senior leaders, building trusted relationships across the business, and confidently managing stakeholder expectations. Most importantly, you'll be someone who takes initiative, anticipates needs before they arise, and enjoys finding ways to make things run more efficiently.

You'll also need:

• Previous experience as an Executive Assistant, ideally within a large and complex organisation


• Strong planning and organisational skills, with the ability to manage multiple priorities under pressure and at pace


• Excellent written and verbal communication skills, adaptable to different audiences


• High-level computer literacy, including Microsoft Office and corporate systems


• A proactive approach to problem-solving and a commitment to confidentiality


• Experience coordinating events, meetings, and travel logistics


• Maturity, resilience, and the ability to work with minimal direction at times


• Confidence to liaise with all levels of the organisation

What’s in it for you?

• Flexible working options: We know that work is only one part of your life, so we actively encourage a positive work-life balance and provide hybrid working options to help you achieve it.


• Office perks: Take advantage of our gym facility and fitness classes, free parking, BBQ area, mini-Coles supermarket, fooderie hub where you can sample new products before they hit the shelves, school holiday program and so much more when you come in.


• Discounts: Eligible team members receive 5% discount all year round on your Supermarket and Liquor online and in-store purchases. We also offer additional periods of double discount (10%) at various times throughout the year. As well as hotdeals exclusive to team members that translate into additional savings.


• Reward through recognition: Give and receive recognition, linked to our Coles values, through our digital recognition platform ‘mythanks’. You can accumulate points to redeem in the online shop for exciting gifts and electronic gift cards from an extensive range of retailers.


• Opportunities for learning and development: No matter where you start within our diverse business, you’ll have experiences, exposure, and education to satisfy you. Discover and explore a variety of career development programs and job-specific training.


• Paid parental leave: We understand how important your life outside work is and offer permanent team members paid parental leave to support you in balancing work and family.


• Investment in your future: Our annual team member share plan offer allows eligible team members to make regular pre-tax salary sacrifice deductions to purchase Coles Group shares.

About the recruitment process

We’re continuing to build a gender equitable team, and a culture that is just as diverse, inclusive and welcoming as the communities we serve. We are committed to creating a workplace that is safe and respectful for our team. We encourage applications from people of all ages, cultures (including Aboriginal and Torres Strait Islander peoples), abilities, sexual orientation and gender identities.

We’re happy to adjust our recruitment process to support candidates with disability. For further information and additional contact details visit the ‘Our Recruitment Process’ section of our careers site or email ***************@coles.com.au

Job ID:196391

Employment Type:Full time