Executive Assistant to Defence Head (12-Month FTC)

Downer; Sydney; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Healthcare discounts

Retail and vehicle purchase savings

Employee Assistance Program

Job summary

Downer is seeking an Executive Assistant to the Head of Defence within our SI&CS Defence team. You will provide comprehensive executive and administrative support to the Defence leadership, reporting to the Head of Defence and helping deliver high‑quality outcomes.This is a 12‑month FTC parental cover role focusing on diary management, meetings and travel, preparing reports and materials, taking minutes and handling expenses.

Qualifications

• Demonstrated experience providing executive or senior-level administrative support within a large professional organisation.
• Advanced Microsoft Office skills and experience maintaining effective document and record-management systems.
• Excellent organisation and time-management skills, with the ability to manage competing priorities and tight deadlines.
• Professional written and verbal communication skills, with the diplomacy to engage effectively with executives, employees, clients and suppliers.
• Sound judgement, discretion and integrity, with the ability to maintain confidentiality and work effectively with minimal supervision.

Responsibilities

• Coordinate complex diary commitments, meetings, functions, travel and executive workplace requirements.
• Monitor and action correspondence, emails, enquiries and workflows on behalf of the Head of Defence.
• Prepare, quality-assure and format reports, presentations, newsletters, speeches and meeting materials.
• Prepare agendas, take minutes, maintain documents and records, and provide secretarial support at meetings.
• Process expenses, credit-card reconciliations and departmental costs, while maintaining organisational charts and service-award records.

Skills

Executive support

Organisation

Time management

Communication skills

Discretion & integrity

Tools

Microsoft Office

Job description

Downer is seeking an Executive Assistant to the Head of Defence within our SI&CS Defence team. You will provide comprehensive executive and administrative support to the Defence leadership, reporting to the Head of Defence and helping deliver high‑quality outcomes.This is a 12‑month FTC parental cover role focusing on diary management, meetings and travel, preparing reports and materials, taking minutes and handling expenses.