Personal Assistant & Office support

Bajara Plant Hire Pty Ltd; City of Brisbane; On-site; AUD 70,000 - 100,000; Full time

Benefits offered by this job

Health insurance

Training and development

Job summary

Bajara Plant Hire Pty Ltd in Brisbane is seeking an experienced Personal Assistant to provide high-level support to the managing director in a fast-paced environment.

Role requires proactive prioritisation, strong organisation and confidential handling of information, with close collaboration across the administration team and external stakeholders.

Qualifications

• Experience as a Personal Assistant or executive support in a fast-paced environment.
• Ability to anticipate needs and manage competing priorities.
• Strong organisational and time-management skills.
• Discretion and confidentiality when handling sensitive information.

Responsibilities

• Proactively managing complex calendars, diaries and competing priorities.
• Managing and prioritising inboxes and correspondence, ensuring important matters are actioned promptly.
• Coordinating domestic and interstate travel, flights and accommodation.
• Preparing for meetings and ensuring senior management are briefed and organised.
• Taking high-level, accurate meeting notes with key decisions and follow-ups.
• Monitoring and following up actions to ensure commitments are delivered.
• Building and maintaining relationships with external stakeholders, clients and partners.
• Coordinating meetings, appointments and business commitments.
• Preparing documents, presentations and correspondence using the Microsoft Office Suite.
• Coordinating events, exhibitions and industry functions, including stands, logistics, collateral and associated requirements.
• Assisting with event preparation and ensuring exhibitions are coordinated and delivered.
• Handling sensitive information with a high degree of discretion.
• Supporting broader administrative and business requirements and collaborating with the wider team.

Job description

Join a fast-paced and growing organisation

We are looking for an experienced, highly capable, Personal Assistant to provide high-level support in a fast-paced and demanding environment.

This is a role for someone who is one step ahead — organised, proactive and commercially minded, with the confidence and capability to manage competing priorities while maintaining a high level of professionalism and discretion.

You will work closely with the managing director, acting as a trusted support and ensuring their day-to-day commitments, communication and priorities are managed seamlessly. You will also support the greater administration team across the daily tasks.

About the Role

Your responsibilities will include:

Proactively managing complex calendars, diaries and competing priorities

Managing and prioritising inboxes and correspondence, ensuring important matters are actioned promptly

Coordinating domestic and interstate travel, flights and accommodation

Preparing for meetings and ensuring senior management are fully briefed and organised

Taking high-level, accurate meeting notes, capturing key decisions, actions and follow-ups

Monitoring and following up actions to ensure commitments are delivered

Building and maintaining strong relationships with external stakeholders, clients and business partners

Coordinating meetings, appointments and business commitments

Preparing documents, presentations and correspondence using the Microsoft Office Suite

Coordinating events, exhibitions and industry functions, including organising exhibition stands, suppliers, logistics, collateral and associated requirements

Assisting with event preparation and ensuring exhibitions and corporate events are professionally coordinated and delivered

Handling sensitive and confidential information with a high degree of discretion

Supporting broader administrative and business requirements as they arise

Working collaboratively with the wider team to ensure priorities are effectively managed

working with the administration team to support all daily activities including reconciling, reporting, and

About You

We are looking for an experienced PA who is confident operating in a busy environment and understands that the role is about more than simply managing a diary.

You will be:

Highly proactive — you see what needs to be done and get ahead of it

A quick learner who can understand new systems, processes and business requirements quickly

Exceptionally organised with strong attention to detail

Comfortable working with urgency and competing priorities

A confident communicator who can build rapport with people at all levels

Professional, polished and able to represent senior management and the organisation exceptionally well

Highly capable with Microsoft Outlook, Word, Excel and PowerPoint

Able to exercise sound judgement and work independently

Discreet and trustworthy when dealing with confidential and sensitive matters

A strong team player who understands the importance of collaboration

Calm under pressure and able to adapt when priorities change

Comfortable coordinating multiple moving parts, particularly around events, exhibitions and stakeholder engagements

Construction Experience – Advantageous, Not Essential

Previous experience within the construction, infrastructure, engineering, property or related industries would be highly regarded.

However, industry experience is not essential. We are particularly interested in candidates who can demonstrate strong PA experience, initiative, commercial awareness and the ability to operate effectively in a fast-paced environment.