Executive & Department Coordinator

Concept Recruitment Specialists; City of Melbourne; On-site; AUD 95,000 - 120,000; Full time

Job summary

Concept Recruitment Specialists in Clayton, VIC, is seeking an experienced Executive Assistant & Department Coordinator to provide confidential executive support and oversee departmental coordination within a large multinational organisation.

You will work closely with a senior regional executive, coordinating schedules, travel, events and key administrative processes while supporting an incoming senior leader’s transition into the business.

Qualifications

• Proven experience supporting senior executives in a large corporate setting.
• Ability to manage calendars, travel itineraries and meeting logistics with discretion.
• Strong written and verbal communication with internal and external stakeholders.

Responsibilities

• Provide proactive executive support, including diary and inbox coordination and action tracking.
• Coordinate domestic and international travel, events and leadership meetings.
• Oversee departmental purchasing, invoicing and records management within governance standards.
• Support onboarding/offboarding processes with HR, IT and admin teams.

Skills

Executive support

Diary management

Travel coordination

Meeting preparation

Event delivery

Stakeholder engagement

Document management

Procurement knowledge

Education

Business or Office Administration qualification

Tools

Microsoft 365

Outlook

Teams

PowerPoint

Word

Excel

SharePoint

Job description

Concept Recruitment Specialists – Clayton VIC

• Office-based role within a global organisation


• Proposed commencement: November 2026

• 12-month full-time contract


• Office-based role within a global organisation


• Proposed commencement: November 2026

Concept Recruitment Specialists is seeking an experienced Executive Assistant & Department Coordinator to provide confidential executive support and oversee departmental coordination within a large multinational organisation.

Working closely with a senior regional executive and the broader leadership team, you will coordinate executive schedules, travel, events and key administrative processes.

You will also play an important role in supporting an incoming senior leader’s transition into the business.

This opportunity will suit an accomplished Executive Assistant, Executive Coordinator or Department Coordinator who can anticipate requirements, exercise sound judgement and confidently manage competing priorities.

About the Role As a central point of coordination for the department, you will work with senior leaders, employees, customers, suppliers and internal support teams to keep activities organised and commitments on track.

Key responsibilities include:

• Provide proactive executive support, including diary and inbox coordination, correspondence, meeting preparation and action tracking.


• Prepare professional presentations, reports, briefing documents and meeting materials with a high level of accuracy.


• Coordinate domestic and international travel, including flights, accommodation, itineraries, transfers and changes to arrangements.


• Organise conferences, leadership meetings, executive and customer visits, and employee events, overseeing logistics, budgets and follow-up.


• Coordinate departmental purchasing, purchase orders and service entries, and assist with invoice and expense processing, including non-standard enquiries.


• Maintain accurate departmental records, SharePoint content, organisation charts, contact lists, templates and project trackers.


• Support audit preparation by ensuring documentation is complete, current and accessible to authorised stakeholders.


• Coordinate onboarding and offboarding requirements with HR, IT and other internal teams, including documentation, access, equipment and induction arrangements.


• Manage day-to-day office administration and liaise with suppliers and support functions to resolve issues.


• Support departmental projects and identify practical improvements to administrative processes.


• Handle confidential executive, employee and commercial information with discretion.

About You You will bring demonstrated experience supporting senior executives and coordinating departmental activities within a busy corporate environment. You are comfortable taking ownership of your workload, adapting to changing priorities and following matters through to completion.

To be successful, you will have:

• Proven experience as an Executive Assistant, Executive Coordinator, Department Coordinator or Senior Administrator, with responsibility for senior executive support.


• Strong capability in diary management, travel coordination, meeting preparation and event delivery.


• Excellent written and verbal communication skills, with confidence engaging professionally with senior executives and internal and external stakeholders.


• Advanced Microsoft 365 proficiency, particularly Outlook, Teams, PowerPoint, Word, Excel and SharePoint.


• Experience supporting purchasing, procurement, invoices or expense administration.


• Strong document and records management skills, with exceptional attention to detail.


• The ability to prioritise competing deadlines, anticipate potential issues and respond with practical solutions.


• Discretion, sound judgement and a professional approach to sensitive information.


• The ability to work independently while collaborating effectively across multiple teams.

Experience within a multinational organisation, familiarity with SAP or comparable purchasing and expense systems, and a qualification in Business or Office Administration will be highly regarded. Equivalent relevant experience will also be considered.

The Opportunity

• Work closely with senior leadership within an established global organisation.


• Take ownership of a varied role spanning executive support, events, projects and departmental operations.


• Contribute to a senior leadership transition and the effective running of a busy business function.


• Apply your experience to improve processes and strengthen administrative coordination.

Occasional domestic and international travel may be required. Flexibility to support important meetings, events or travel changes outside standard working hours may also be needed, with reasonable notice wherever possible and subject to approval.

Concept Recruitment Specialists strive to be a diverse and inclusive workplace for all people. We welcome and encourage applications from all ages and genders, Aboriginal and Torres Strait Islander peoples, culturally and linguistically diverse groups, the LGBTIQ+ community, veterans, refugees and those with a disability