Executive Assistant

Are you a highly organised and proactive professional looking for a dynamic role that allows you to make a real impact? We are seeking an Executive Assistant to provide exceptional support to Downer’s Group General Counsel and Company Secretary, contributing to the success of our organisation by driving effective outcomes through collaboration and seamless administration.

This is a full-time position based in our North Ryde office.

**About Your Role**:

- Work closely with support team members to drive and achieve departmental objectives and company goals, contributing to tasks as needed and ensuring collective success.
- Manage, educate, and advocate on behalf of the Group General Counsel and Company Secretary through expert time management, clear communication, and action-oriented accountability to maintain high-functioning team dynamics.
- Provide high-level, non-routine support to the Group General Counsel and Company Secretary, managing a variety of requests with careful prioritisation and professional discernment.
- Provide comprehensive calendar support, prioritising engagements and ensuring smooth communication across internal and external stakeholders.
- Organise travel, meetings, conferences, and speaking engagements, ensuring flawless execution.
- Handle scheduling, minute-taking, and follow-up actions for departmental and senior leadership meetings.
- Manage departmental budgeting and finance processes, oversee purchase orders, invoices, and expense claims, ensuring accuracy and compliance with company procedures.
- Assist in preparing and submitting papers for Board and Executive Leadership Team meetings.
- Initiate and enhance administrative procedures, continuously striving for efficiency within the department.
- Prepare and process departmental paperwork, including complex presentations, contracts, and reports. Ensure high standards of grammar, style, and formatting for all executive correspondence.

**About You**:

- Proven experience as an Executive Assistant (5-10 years), preferably supporting C-suite executives. Previous experience in a legal role (legal assistant/legal secretary) is highly desirable.
- Proficiency in Microsoft Office Suite (PowerPoint, Word, Excel) and collaborative tools such as SharePoint and/or OneDrive for Office 365.
- Experience with procurement, budgeting, and/or project management software tools.
- Exceptional verbal and written communication skills, with the ability to tailor messages to different audiences and navigate industry-specific nuances.
- A deep understanding of how various functional groups and strategic leaders interrelate, coupled with a high emotional intelligence to influence stakeholders in support of executive leadership goals.
- Solutions-oriented approach to functional/company challenges with the ability to identify/analyse scope of challenge, determine approach, compile data, and prepare reports and positive-change recommendations.
- Strong multitasking abilities, with the capacity to manage multiple projects with the highest levels of professionalism, confidentiality, timely turn-around and client service.
- Aptitude for working in collaborative team environments with a focus on maturity, proactive communication, relationship building skills and resiliency.
- A “Self-starter” with a growth mindset that takes initiative to continuously improve processes for ongoing effectiveness of the department and company as a whole.

**What We Offer**:

- Work with an ASX listed company, working with market leaders.
- Grow your career with us, we are passionate about giving our people opportunities to grow through personal and professional development and continuous learning:

- Professional development programs
- Access to professional memberships and industry networks
- Be part of a team that cares, we foster a work environment built on support that is flexible around our employee’s wellbeing needs:

- Flexible work arrangements
- Parental leave
- Employee Assistance Program
- Programs promoting diversity and inclusion
- A range of Corporate Benefits, including:

- Discounted services (car hires, hotels, insurance, retail stores, gyms)
- Salary sacrifice superannuation