Workplace Manager & Executive Assistant

AusEnergy Services; Sydney; On-site; AUD 55,000 - 77,000; Part time

Job summary

AusEnergy Services Limited (ASL) is seeking a part-time Workplace Manager and Executive Assistant to support the Sydney CBD office. The role operates 3 days per week (Mon-Wed or Wed-Fri) and ensures the seamless operation of the workplace and leadership team through proactive administration and top-tier service.

You will oversee office and facilities, coordinate executive diaries and travel, and provide a polished front-of-house experience for visitors and stakeholders, reflecting ASL’s

Qualifications

• Proven experience as Office/Workplace Manager and/or Executive Assistant to senior executives.
• Discretion handling confidential information and sensitive material.
• Excellent organisation, proactive in service delivery and problem solving.

Responsibilities

• Oversee day-to-day office and property operations, ensuring a safe, well-maintained workplace.
• Manage complex executive diaries, meetings, travel and related coordination.
• Provide professional front-of-house service and coordinate visitor hosting and meetings.

Skills

Office management

Executive support

Calendar management

Stakeholder engagement

Tools

Microsoft 365

Job description

We are excited to offer a permanent part-time position as Workplace Manager and Executive Assistant for the first time to the market. This position has been created to support the recognisable growth ASL is having in the renewable energy sector and is a fundamental part of our team and notably deemed as the 'glue that holds us together'!

This role is based in the Sydney CBD office, 3x days per week (either Mon-Wed or Wed-Friday) and ensures the seamless operation of our workplace & leadership team members, made possible by the efficient, proactive and exceptional organisational skills of the successful incumbent. Also, just as importantly, the smooth coordination of the monthly birthday morning tea & critically, cake selection process!

About the Role & Responsibilities:

Reporting to General Manager, Business Operations, this role keeps the workplace operating seamlessly whilst providing administrative support to the ASL leadership team. The position is accountable for the day-to-day management of our office, the premises and the overall smooth running of the variety of meetings, requirements and interactions that occur and be the first face of ASL for all office attendees, internal and external. The role is all about service mentality and an unwavering desire to create the most enjoyable, well organised and valuable experience for all.

Key responsibilities include, but not limited to:

1. Office and Property Management (approx. 35%)

• Manage ASL’s day-to-day office and property operations, ensuring workplaces are safe, secure, well maintained and equipped to support effective business operations
• Manage relationships with landlords, property managers, building management and facilities providers, coordinating maintenance, repairs, security, access and workplace improvements
• Manage workplace suppliers and services, including cleaning, catering, security, office services and other vendors, ensuring service quality, value for money and compliance with ASL’s procurement requirements
• Coordinate workplace requirements across the employee lifecycle, including workstations, access cards, equipment and office assets, working with Digital/IT providers as required
• Support ASL’s work health and safety, emergency and business continuity arrangements, including workplace inspections, first aid and wardens, emergency procedures and resolution of workplace hazards
• Support the delivery of ASL’s new Sydney office and June 2027 relocation, coordinating suppliers, relocation logistics and workplace readiness

2. Executive Support (approx. 45%)

• Proactively manage complex executive diaries, inboxes and priorities, anticipating requirements, resolving conflicts and ensuring executives are prepared for upcoming commitments
• Coordinate executive meetings and workflows, including agendas, papers, approvals, minutes and actions, ensuring key matters are progressed within required timeframes
• Prepare & coordinate executive correspondence, presentations, reports and briefing materials, ensuring they are accurate, professional and delivered on time
• Coordinate travel and associated administration, including itineraries, expenses and corporate card reconciliations, purchase orders, invoices and contract administration
• Act as a key point of coordination for internal and external stakeholders, managing enquiries, facilitating communication and supporting effective executive engagement
• Maintain effective records and handle confidential, commercially sensitive, personnel and Board-level information with a high degree of discretion, judgement and professionalism

3. Front of House and Reception (approx. 20%)

• Provide a professional and welcoming front-of-house experience, acting as the first point of contact for visitors, stakeholders and the public
• Manage ASL’s general enquiries, efficiently directing enquiries to the appropriate person or function
• Coordinate visitor arrivals and hosting, including registrations, notifications and ensuring visitors are appropriately welcomed and supported throughout their visit
• Coordinate meeting and function hospitality and arrangements eg, catering and presentation requirements
• Coordinate recurring and one-off internal events, staff activities and stakeholder functions
• Maintain a professional reception and client-facing environment, ensuring front-of-house presentation consistently reflects ASL’s standards

About ASL:

AusEnergy Services Limited (ASL) is an independent subsidiary of the Australian Energy Market Operator (or AEMO). ASL is at the heart of the energy transition, partnering with governments on critical infrastructure programs that are delivering the energy system of tomorrow, today. Purpose-built to fulfill this role, we are a trusted intermediary between governments and the private sector, creating a bridge between policy ambitions and the action that will deliver a net-zero energy system that benefits all Australians. ASL is committed to best-in-class service delivery for partner governments and continually building our relationships with stakeholders who deliver and support new infrastructure. This is a unique organisation, which is an important part of the Australian Energy Market Operator. You'll be tasked with solving novel and complex problems, adapting to ever evolving energy system needs and proactively considering how to enhance outcomes for consumers and taxpayers.You'll collaborate with the brightest and best minds, growing your skills whilst belonging to a highly respectful and inclusive culture, sharing the commitment to an essential purpose.

About the Team:

The Business Operations division provides the corporate capabilities, infrastructure and services that enable ASL to operate effectively, efficiently and sustainably. The division supports the organisation by ensuring the right systems, frameworks, processes and operating disciplines are in place to deliver ASL’s strategic and operational objectives. The division has responsibility for key enabling functions including finance, planning and performance, digital and technology, procurement and property, risk and resilience, and compliance and assurance. It also plays a central role in organisational transformation, productivity and continuous improvement, supporting the development of scalable and fit-for-purpose capabilities as ASL evolves. Business Operations works collaboratively across ASL to strengthen governance, manage enterprise risk, improve organisational efficiency and enable effective delivery of ASL’s priorities.

To find out more about our purpose, values and how we are bridging ambition and action to delivery the energy transition, please visit us here:https://asl.org.au/

About You & the Role Requirements:

• Demonstrated experience as an Office or Workplace Manager and/or Executive Assistant supporting C-suite or senior executives
• A polished, warm and professional approach, combined with high levels of discretion and integrity when handling confidential, commercially sensitive and Board-level information
• Exceptional organisation, judgement and initiative, with the ability to anticipate requirements, work autonomously, prioritise effectively and appropriately escalate issues
• A true service-orientated mentality and desire for excellence and a proactive and willing attitude Strong executive support capability, including complex diary and inbox management, meeting coordination, executive correspondence, travel and management of competing priorities
• Demonstrated office and property management experience, including facilities, building management, suppliers and ideally office relocations or fit-outs
• Excellent written and verbal communication skills, with strong attention to detail and confidence engaging with executives and internal and external stakeholders
• Advanced Microsoft 365 skills and a proactive, hands-on mindset, with the flexibility to take ownership across executive support, workplace operations and front-of-house requirements
• This is a full time in-office role based in Sydney. This is a mandatory expectation to meet the fundamental role requirements for the ASL business