Project Coordinator / Operations Administrator

Xcalibur; City Of Cockburn; On-site; AUD 65,000 - 85,000; Full time

Job summary

Xcalibur in Jandakot is seeking an experienced Professional Assistant to support the Operations Director with high-level administrative tasks in a fast-paced, project-based environment.

The role focuses on diary management, meeting coordination, travel logistics, and preparation of presentations and documents, ensuring smooth daily operations and effective communication across teams.

Qualifications

• 3 to 5 years’ experience in an administrative or assistant role within a project-based operational environment.
• Strong written and verbal communication skills.
• Excellent organisational and time-management abilities.
• Proven diary management and scheduling experience.
• Professional, discreet, and approachable demeanor.
• Attention to detail and ability to manage multiple priorities.
• Ability to work independently with good judgement.

Responsibilities

• Providing professional and confidential administrative support to the Operations Director.
• Managing a busy diary and coordinating appointments.
• Scheduling meetings and preparing meeting invites.
• Assisting with travel arrangements and logistics.
• Preparing correspondence, documents, and presentations.
• Taking meeting minutes and following up on action items; supporting internal and external stakeholders.
• Assisting with project administration and operational coordination.
• Maintaining organised records, files, and documentation.
• Providing general secretarial and business administrative support.
• Assisting with ad hoc tasks to support the Operations Director and broader operational team.

Skills

Diary management

Verbal communication

Organisational skills

Time management

Attention to detail

Independent work

Multitasking

Education

Secretarial Studies

Business Administration

Tools

Microsoft Office

Job description

About the Role

We are seeking a highly organised, professional, and proactive Professional Assistant to the Operations Director to join our team based in Jandakot. This role is ideal for an experienced administrative professional who thrives in a fast-paced, project-based operational environment and can provide high-level support to ensure the smooth running of daily activities.

The successful candidate will play a key role in supporting the Operations Director through effective diary management, meeting coordination, communication support, and general administrative assistance.

Key Responsibilities

In this role, you will be responsible for providing professional and confidential administrative support to the Operations Director, including:

• Managing a busy diary and coordinating appointments
• Scheduling meetings and preparing meeting invites
• Assisting with travel arrangements and logistics where required
• Preparing correspondence, documents, and presentations
• Taking meeting minutes and following up on action itemsSupporting communication between internal teams and external stakeholders
• Assisting with project administration and operational coordination
• Maintaining organised records, files, and documentation
• Providing general secretarial and business administrative support
• Assisting with ad hoc tasks to support the Operations Director and broader operational team

About You

To be successful in this role, you will have:

• 3 to 5 years’ experience in an administrative or assistant role within a project-based operational environment
• Strong written and verbal communication skills
• Excellent organisational and time-management abilities
• Proven experience managing diaries and scheduling meetings
• A professional, discreet, and approachable manner
• Strong attention to detail and the ability to manage multiple priorities
• Good judgement, initiative, and the ability to work independently
• Strong proficiency in Microsoft Office and general business systems

Qualifications

• A qualification in Secretarial Studies, Business Administration, or an equivalent field will be advantageous

Why Join Us?

This is an exciting opportunity to join a dynamic operational environment where you will play an important support role in helping drive efficiency and coordination at leadership level. You will be part of a professional team and have the opportunity to contribute meaningfully to the success of the business.