Executive Support Coordinator

SmartRecruiters, Inc.; Sydney; Hybrid; AUD 90,000 - 130,000; Full time

Benefits offered by this job

Hybrid work

Employee share offers

Fuel discount (25% for two cars)

Novated lease options

Volunteer day

Flexible leave options

Career development access

Job summary

Ampol is seeking an Executive Support Coordinator – CEO & Board to join our Sydney team. You will support Ampol’s leadership with proactive, confidential executive assistance and calendar management in a high-trust environment.

Based at our Sydney head office in Alexandria, this full-time role emphasizes discretion, organisation, and sharp attention to detail while coordinating complex meetings, travel, and communications for senior stakeholders.

Qualifications

• Proven experience providing executive-level administrative support in fast-paced environments.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Excellent time management, organisation, and communication skills.

Responsibilities

• Manage calendars and coordinate meetings for senior leaders.
• Review emails and prepare agendas, presentations, and documents.
• Organise travel, meetings, and site visits with expense management.
• Support MD/CEO, EGM, Group General Counsel and Company Secretary as needed.
• Handle inquiries and escalate when necessary.
• Maintain accurate records and support ad hoc tasks.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Microsoft Office

Tools

PowerPoint

Excel

Word

Concur

Job description

At Ampol, we believe in thePower of Us- the extraordinary power of people to connect, act, and make a difference.

As a leading energy company operating across Australia, New Zealand, Singapore and the United States, our work spans fuel supply, energy solutions, convenience retail, infrastructure and trading & shipping. Every role at Ampol plays a part in something bigger - powering progress for our customers, communities, and people.

Your career here is yours to shape. We back our people with real opportunities, the tools to grow, and a culture that rewards ownership and initiative. Whether you’re deepening your expertise or taking on something new, we’ll support you to power a career that works for you.

We’re building a workplace where everyone feels welcome, respected, and valued - because when people are free to be themselves, powerful things happen.

About the role

We are currently recruiting for anExecutive Support Coordinator – CEO & Board to join the Ampol team in Sydney. This is a rare opportunity to work with Ampol’s Leadership Team and Board in a highly visible, trusted role. As Executive Support Coordinator, you’ll assist the Executive Support Manager to deliver seamless, proactive executive-level support—helping ensure the smooth running of Ampol’s most senior stakeholders while operating with discretion, precision and professionalism.

You will promote a consistently high standard of work, with a strong focus on anticipating needs, managing complexity and delivering consistently high standards of executive support.

This full-time role is based at our Sydney head office, Alexandria, and requires a minimum of 4 days on-site weekly.

Key responsibilities

• Management of calendars identifying links between current commitments and on-going responsibilities and anticipating and planning for future needs
• Review incoming emails, mail and enquiries and respond to routine communications
• Preparation of documentation as requested by the Executive Support Manager, including agendas, PowerPoint presentations and development of Excel documents
• Organisation of internal & external meetings, site visits and town halls.
• Organise and manage travel arrangements for the MD&CEO, EGM, Group General Counsel and Ampol Board, including expense management using Concur
• Maintaining comprehensive and accurate records
• Provide administrative support to the MD&CEO, EGM Group General Counsel and Company Secretary as and when required and/or as directed by the Executive Support Manager.
• Handle and resolve enquiries and issues from internal and external stakeholders, and escalat to the Executive Support Manager, when necessary
• Various other ad hoc administrative tasks as required from time to time

Qualifications & Experience

• You’re a highly capable executive support professional who thrives in fast-paced, high-trust environments and takes pride in delivering polished, proactive support at the most senior level.
• Demonstrated experience providing executive-level administrative support, ideally in complex (ASX listed) or senior/executive leadership environments
• Proven ability to handle sensitive and confidential information with discretion, sound judgement and professionalism
• Calmness and resilience in high-pressure, ambiguous and rapidly changing environments
• Strong initiative and problem-solving capability, with an ability to think ahead and anticipate needs
• Excellent time management, organisation and prioritisation skills, with flexibility to balance competing demands
• Exceptional attention to detail and a high standard of written and verbal communication
• Strong interpersonal skills, with the ability to build relationships across all levels and leverage formal and informal networks
• Experience coordinating events, travel, meetings and projects end‑to‑end
• A collaborative team mindset combined with high personal drive and accountability
• Flexibility to support highly variable work hours when required
• Advanced proficiency in Microsoft Office, particularly PowerPoint, Word and Excel
• Our total remuneration is competitive.This is across base salary, a company performance incentive, employee share offers and a 25% discount on Fuel for two privately used cars!
• We are flexible.Many of our teams have embraced hybrid work, balancing time spent remote working, with time spent at an office to connect and work together where it adds value.
• We value recognition.We have an internal recognition platform amplifying the achievements of those who do great work and demonstrate our capabilities and values.
• Career development and learning opportunitiesincluding LinkedIn Learning and other tailored training solutions.
• Baby Care Package- Financial and flexible support for parents transitioning back to work.
• Need some wheels?Novated Lease options are available.
• Leave Options– Flexible leave options include annual leave, wellbeing and bonus days throughout the year and optional additional purchased leave.
• Care for your Community.Spend one paid day a year volunteering with one of our Ampol Foundation partners.

We’re an equal opportunity workplace. We not only embrace diversity and inclusion; we celebrate what makes you unique. We welcome applications from people of all ages, cultural backgrounds, and diverse sexualities and genders (including if you identify as transgender). We also highly encourage Aboriginal and Torres Strait Islander peoples to apply for roles with Ampol.