Executive Office & Leadership Coordinator

Viva Energy; Adelaide; On-site; AUD 65,000 - 80,000; Full time

Benefits offered by this job

Flexible working arrangements

Parental leave

Health discounts

Employee share plan

Novated leasing

Service recognition program

Job summary

Viva Energy Retail is seeking an experienced Office Manager / Team Coordinator to provide coordinated administrative support to the Retail Leadership Team in Adelaide. You will help plan meetings, coordinate travel, events and engagement activities, and maintain a forward-looking schedule.

In this role you will balance competing priorities, maintain attention to detail, and build strong working relationships across stakeholders.

Qualifications

• Experience as an Office Manager or in an Administration role.
• Strong organisational and planning skills with ability to manage multiple priorities.
• Proven ability to support senior stakeholders or leadership teams.
• Excellent attention to detail and proactive follow-through.
• Strong communication and relationship-building skills.
• Ability to work independently and collaboratively across stakeholders.

Responsibilities

• Provide shared administrative support across the Retail Leadership Team, helping coordinate priorities and key activities.
• Coordinate Retail Leadership Team forums including trade meetings, planning sessions, offsites and other leadership activities.
• Prepare meeting agendas, packs, materials and logistics, while maintaining forward planning and key dates.
• Coordinate Travel bookings and expense submissions, ensuring accuracy and timely processing.
• Develop and maintain a weekly view of travel, site visits and key meetings, identifying scheduling conflicts.
• Coordinate Adelaide-based Retail events including town halls, leadership offsites and engagement activities.
• Coordinate retail recognition programs, awards and engagement initiatives, including merchandise, inventory and distribution.
• Build strong relationships across the Leadership Team and wider business, providing high-level service.
• Balance competing priorities across office management and Leadership Team coordination.

Skills

Office Manager experience

Team coordination

Administration

Stakeholder liaison

Organisational skills

Attention to detail

Communication

Independent and collaborative work

Tools

Microsoft Office

Microsoft Teams

Job description

Viva Energy Retail is seeking an experienced Office Manager / Team Coordinator to provide coordinated administrative support to the Retail Leadership Team in Adelaide. You will help plan meetings, coordinate travel, events and engagement activities, and maintain a forward-looking schedule.

In this role you will balance competing priorities, maintain attention to detail, and build strong working relationships across stakeholders.