Executive Assistant

About Toll Group

At Toll, we do more than just logistics - we move the businesses that move the world. Our 16,000 team members can help solve any logistics, transport, or supply chain challenge - big or small. We have been supporting our customers for more than 130 years. Today, we support more than 20,000 customers worldwide with 500 sites in 27 markets, and a forwarding network spanning 150 countries. We are proudly part of Japan Post —

Global Logistics provides sophisticated supply chain solutions, from end-to-end or part solutions, warehousing and distribution to dedicated transport solutions, across the globe and to some of the most remote corners of the world.

Executive Assistant - Melbourne

12 Month Fixed Term Contract

The Opportunity

Reporting into the Chief Legal Officer, the Executive Assistant provides high-level support to senior leadership by managing complex calendars, coordinating domestic and international travel, and handling confidential communications. They ensure seamless operations through effective document and expense management, stakeholder engagement, and responsive support across executive and legal functions. This is a 12 month contract to provide maternity leave cover.

As the Executive Assistant, you will be responsible for:
- Calendar & Schedule Management: Coordinate and maintain executive calendars, prioritise meeting requests and resolve scheduling conflicts.- Travel Arrangements: Book domestic and international travel, arrange accommodation, transportation and itineraries.-
- Meeting & Event Coordination: Prepare meeting agendas, materials and presentations.- Document Management: Manage contract and document tracking, support document review, formatting, signing and submission processes- Expense & Budget Management: prepare and reconcile monthly expense reports, support budget tracking and financial documentation (vendor invoice reconciliation)

About you

To be successful in this role, you will need:
- Proven experience as an Executive Assistant or in a similar administrative role.- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook.- Ability to manage complex calendars, prioritize tasks, and handle multiple responsibilities efficiently.- Proficiency in drafting, proofreading, and managing correspondence, as well as serving as a liaison between executives and stakeholders.- Experience in booking and organizing domestic and international travel, including accommodation and itineraries.- Proficiency in managing contracts and documents, including tracking, reviewing, formatting, and submission processes.

What moves you?

At Toll, you can help play a vital role in delivering what matters. From food, fuel, medicine and rescue services, we keep businesses and communities thriving. Every day brings change. We see that as an opportunity. To be curious. To ask the right questions. And build meaningful connections. Because finding new ways to solve problems is what we do. With a bold vision to expand our global reach, our 16,000+ people bring a passion for progress. We collaborate in friendly, caring teams, supported by approachable leaders who give us the autonomy to quickly make decisions with impact. Learn and grow with industry-leading training, alongside talented experts. Feel empowered to take on diverse challenges and new responsibilities to move you, our customers, and our world further.

At Toll everyone is welcome including those of all ages, ethnicities, genders and abilities.

You must be entitled to work in Australia and be prepared to undertake pre-employment checks including a criminal history check and medical.