Executive Assistant/Trade Assistant

Hannay Douglas Pty Ltd; Brisbane; On-site; AUD 70,000 - 95,000; Full time

Job summary

Hannay Douglas Pty Ltd is seeking an Executive Assistant/Trade Assistant to support the Managing Director in Rocklea. The role blends administrative duties with trade support across export activities for fresh fruit and vegetables.

You will coordinate information, prepare reports, manage communications with customers and suppliers, and assist with seasonal planning and market information to support commercial decisions.

Qualifications

• Experience in exports or fresh produce is advantageous but not required.
• Eligible to obtain Aviation Security (ASIC) clearance.
• Tertiary qualifications in business administration or related field are a plus.

Responsibilities

• Provide day-to-day administrative support to the Managing Director, including calendar management and travel coordination.
• Draft and proof correspondence, prepare presentations and business documents.
• Monitor emails and respond to inquiries, ensuring timely follow-up with customers and suppliers.
• Prepare and maintain trade-related documentation, load sheets and trade activity sheets.
• Generate internal reports, forecasts, targets, costing and expense reports.
• Coordinate information between MD and Export, Documentation, Finance and Warehouse teams.
• Assist with sourcing and purchasing fresh fruit and vegetables for export.
• Support product sales administration and communicate with importers on availability, pricing and delivery.
• Plan upcoming seasonal requirements and update produce availability information.

Skills

Administrative support

Calendar management

Documentation handling

Customer and supplier communication

Organisational skills

Independent initiative

Education

Diploma in Business Administration

Tools

Export IT

Excel

Job description

Hannay Douglas are leaders in the export of a wide variety of fresh fruit and vegetables to international markets.

We are looking for an Executive Assistant/Trade Assistant to the Managing Director to join our small team based in Rocklea.

Working directly with our Managing Director, this is a varied administrative and trade support role, providing day-to-day organisational support to the Managing Director while assisting with the coordination and administration of our fresh produce export trading activities.

The role requires someone who is highly organised, responsive and comfortable keeping on top of multiple priorities. A large part of your day will involve coordinating information, preparing and maintaining documentation, communicating with customers and suppliers, monitoring emails and actions, preparing reports and ensuring the Managing Director has the information and administrative support needed to keep things moving.

Alongside this, you will gain exposure to the commercial side of the business, assisting the Managing Director with produce sourcing, sales activities, seasonal planning and market information.

What you'll be doing

Your responsibilities will include:

• Providing day-to-day administrative support to the Managing Director, including calendar management, scheduling appointments, coordinating travel and keeping track of priorities and actions.
• Drafting and proofreading correspondence and assisting with presentations, reports and other business documents.
• Monitoring emails, responding to enquiries and ensuring customer and business communications are followed up in a timely manner.
• Preparing, updating and maintaining trade-related documentation, including detailed load sheets and Export Trader activity sheets.
• Preparing internal reports and information, including forecasts, targets, costing and expense reports.
• Coordinating information between the Managing Director and the Export, Documentation, Finance and Warehouse teams to ensure documentation and information is accurate and up to date.
• Learning the export documentation process and preparing customer export documentation as required.
• Preparing work procedures and standard operating documents.
• Supporting the Managing Director with sourcing and purchasing fresh fruit and vegetable produce for export.
• Assisting with product sales administration, including monitoring stock levels, gathering market information and communicating with importers regarding produce availability, pricing and delivery.
• Assisting with planning upcoming seasonal requirements and maintaining information on produce availability.
• Communicating with customers regarding upcoming fruit and vegetable seasons.
• Liaising with growers to obtain seasonal produce updates.
• Liaising with shipping lines and freight forwarders regarding seasonal requirements, rates and bookings.
• Assisting the Managing Director with various business projects and other ad hoc administrative tasks as required.

About you

You are a highly organised, detail-oriented and motivated person who enjoys being the person who keeps things organised and moving.

You are comfortable working closely with a senior leader, managing changing priorities and following up on the detail. You enjoy administrative work but are also interested in understanding the broader business and developing your knowledge of international trade and the fresh produce industry.

You will be skilled at and enjoy:

• Providing high-quality administrative and organisational support.
• Managing multiple tasks, deadlines and competing priorities.
• Keeping accurate records, documents and information.
• Following up actions and making sure things don't fall through the cracks.
• Communicating professionally with customers, suppliers and colleagues.
• Working with reports, spreadsheets, figures and business information.
• Organising, planning and problem-solving.
• Working autonomously and taking initiative.
• Adapting quickly when priorities change.
• Learning new systems, processes and concepts.
• Collaborating with different teams while maintaining responsibility for your own work.

Experience in any of the following would be advantageous, but is not essential:

• Experience in exports, fresh produce, freight forwarding or a related industry.
• Exposure to customer relationship or account management.
• Tertiary qualifications in business administration, finance or a related field.
• Exposure to accounting systems or Export IT.
• HACCP, Freshcare, WQA, AQIS or ACS certification

You must be eligible to obtain Aviation Security (ASIC) clearance.

What we offer

This is a full-time position based at our Rocklea site, working closely with our Managing Director and a small, experienced team.

Good onsite parking and less than 15min walk to Rocklea train station.

Note - we prefer candidates who live within a 30-minute drive from Rocklea.

If you're looking for a varied role where you can use your administration and organisational skills while developing broader exposure to international trade and fresh produce, we'd love to hear from you.