Executive Assistant

**About us**

Proudly Australian owned, Coates has a long history of supporting customers to deliver major projects and an exciting future focused on growth. We provide end-to-end solutions spanning Equipment Hire, Engineering Solutions, Industrial Solutions and Power & HVAC.

**The next step in your career starts here**

As **Executive Assistant to the Executive General Manager - North (EGM North)**, you’ll be the key support driving efficiency across the North BU leadership team. This role isn’t just about diary management and admin - you’ll also project manage two of our biggest events each year: the North BU Annual Awards and the Annual Branch Managers Conference.

You’ll manage competing priorities, communicate clearly and confidently with all levels of the business, and keep everything running smoothly behind the scenes. You’ll tailor your messaging to suit your audience and think two steps ahead of your executive, anticipating their needs before they ask.

Your strengths:

- Confident managing schedules, priorities and stakeholders
- Excellent communication - written and verbal
- Calm under pressure and quick to adapt
- Hands-on experience coordinating small to medium-scale events or projects

This is a role for someone who enjoys variety, takes ownership, and thrives in a fast-paced, high-trust environment.

**You’ll enjoy variety in your role including**:

- Lead our uncompromising Safety-First culture throughout the organisation and customer relationships.
- Effectively manage EGM North’s diary and schedule meetings as required
- Organise all travel arrangements for the EGM North as well as the wider team; handle all necessary internal approval and paperwork / processes for travel; book and organise all necessary travel components (hotels, flights, visas, itineraries).
- Manage and organise purchase orders as required for the wider team; obtain purchase order approval for requested purchase orders, raise required purchase orders for supplier invoices and orders.
- Arrange and co-ordinate meetings and telephone conferences/videoconferences and events on and off-site, end to end support from logistics and sites to catering for teams, including managing agendas and providing necessary packs and reports.
- Draft agendas for required meetings; take down minutes, put together the meetings actions from the minutes, circulate to wider team and follow up on action items.
- Organise the information, packs and consolidated reports for various required monthly meetings
- Perform general administrative duties for the wider team as required, such as filing, updating and formatting of documents

**What you’ll get in return**

We provide our team with a wide range of perks and benefits, including:

- Development and career progression pathways
- Access to our employee discounts, benefits and wellbeing program
- Purchased additional leave program
- Novated leasing and salary sacrifice
- 12 weeks Paid Parental Leave in addition to government parental leave scheme
- Volunteering opportunities through the Coates Foundation

**What you’ll bring to the role**
- Minimum 5 years experience in a Senior administrative support role
- Proven ability to support an Executive and team across multiple locations
- Demonstrated experience managing or coordinating small to mid-size projects or initiatives
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
- Discreet and handles confidential information appropriately

**Looking for more reasons to join Coates?**

At Coates, we know that people, organisations and communities thrive when everyone feels valued and included.

We’re proud to be implementing our second Reconciliation Action Plan and are committed to improving gender representation. We also provide opportunities for growth through our leadership and development programs.

But our impact doesn't stop there. Coates supports local and national charities through the Coates Foundation and invests in more sustainable equipment solutions to help create a greener future for all.

**Coates. Equipped for you.