Senior Administrative Coordinator to Construction Leadership

2 days ago

Sydney, New South Wales, Australia beBeeConstruction Full time $120,000 - $150,000
Job Title: Executive Assistant to Construction Leader

The role of Executive Assistant to the Construction Leader is a unique opportunity to contribute to one of Australia's most significant infrastructure projects while supporting senior leadership at the highest level. This executive assistant will be responsible for providing high-level administrative support to the Director, including coordinating travel plans, scheduling meetings, and managing communications.

About the Job:
  • Provide exceptional administrative support to the Director, ensuring seamless communication and coordination across multiple stakeholders.
  • Coordinate comprehensive travel plans, including international travel arrangements, visas, accommodation, and transportation.
  • Schedule and manage meetings, appointments, and events, ensuring optimal use of the Director's time.
  • Manage all incoming and outgoing communications, including emails, workflows, and correspondence.
  • Handle expense claims and manage conflicting priorities with agility and sound judgement.

This role requires a highly organized professional who can thrive in a dynamic environment. The ideal candidate will have a strong ability to work independently, think critically, and make sound decisions with minimal supervision.

Key Responsibilities:
  1. Administration and Coordination:
  • Assist the Director in prioritizing tasks and managing competing demands.
  • Develop and maintain accurate records and databases, ensuring timely and efficient reporting.
  • Prepare agendas, take minutes, and manage documentation for leadership meetings.
  • Compile and distribute reports, Executive and Board papers, ensuring deadlines are met.
Relationship Management:
  • Build and maintain strong working relationships with the Project Director's leadership team and key internal and external stakeholders.
  • Collaborate with external stakeholders and their executive assistants, including government officials, embassies, clients, and vendors.
Documentation and Reporting:
  • Develop ad hoc reports and presentations as required.
  • Recommend process improvements and implement changes as needed.

What You'll Need:

  • Tertiary qualifications in business / management or equivalent industry experience.
  • Minimum of 5 years providing high-level administrative support to senior management.
  • Experience within the construction industry is highly regarded but not essential.
  • Proficiency in Google Suite and Microsoft Office applications.
  • Excellent communication and interpersonal skills with the ability to liaise professionally at all levels.
  • High level of confidentiality, attention to detail, and ability to meet deadlines.

Why Join This Team:

  • Play a key role in a landmark infrastructure project.
  • Work alongside passionate and highly skilled professionals.
  • Competitive salary and benefits, with accommodation and travel costs included.
  • Opportunities for professional development and career growth.

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