Executive Assistant

Supporting the Managing Director (MD) and Executive Team, this role will support the MD and manage day-to-day operations to ensure the Executive team is supported to perform at their best. This role calls for a proactive, solutions-focused individual who thrives in a team environment and engages confidently with stakeholders at all levels.

VDI Australia Group of Companies have been the sole national distributor for Yutong buses since 2018, specialising in distributing Yutong buses and luxury coaches to a wide range of businesses and industries across Australia. At the forefront of the industry's transition to zero emission buses, we are incredibly proud of, and passionate about, the extensive range of vehicles we offer.

Despite rapid growth during this period, we remain an Australian owned, and family operated company with branches now located in Brisbane, Melbourne, Sydney, Perth, and Cairns. We are seeking a pro-active and positive minded EA to showcase their ability to prioritise competing demands, exercise discretion, and take initiative to keep the organisation moving forward.

This hands-on role will involve working closely with the Managing Director and the Executive Team, providing high-level executive and operational support. The role ensures seamless coordination of administrative, governance, compliance, and communication functions across the VDI Australia Group. It plays a pivotal role in enabling strategic decision-making and operational efficiency.

The role will report to the Managing Director and is based across our two Eagle Farm sites.

Key Responsibilities-

Each day is different, and this role is responsible for a broad range of high-level coordination and executive support as well as hands-on duties and basic administrative work including:

• Provide high-level administrative support to the MD and Executive Suite
• Ensure Executives are well-prepared for meetings, events, and public engagements
• Assist with sensitive communications, special projects, and confidential matters
• Prepare board papers, presentations, and meeting materials and attend and minute Board and Senior Leadership meetings, ensuring timely distribution of documents
• Coordinate governance-related schedules and liaise with Board members
• Support contract interpretation and compliance with national licensing laws
• Maintain document control and assist with grant and funding submissions
• Uphold privacy standards and contribute to operational system improvements
• Develop promotional materials and coordinate internal/external communications
• Manage travel logistics and booking systems for company-wide travel requirements
• Lead event coordination including venues, media, and stakeholder engagement

Skills and Experience-

What you will bring:

• Significant experience (5+ years) working as an Executive Assistant or Personal Assistant supporting C-suite executives or family offices
• Exceptional organisational and time management skills, with the ability to multitask and work independently under pressure
• Excellent written and verbal communication skills, with a professional and diplomatic manner
• Strong attention to detail and the ability to work with a high degree of accuracy, confidentiality and discretion
• Proficient in using Microsoft Office suite and other office technologies including Visio and Copilot
• Operational knowledge of SharePoint and Microsoft Teams to support effective collaboration and document management
• Demonstrated discretion and the ability to handle sensitive information with the utmost confidentiality
• Proven ability to build and maintain productive working relationships with staff, senior managers, and external partners
• Experience supporting executive-level communications, governance processes, and strategic engagement

VDI Australia is an equal opportunity Company that encourages and supports diversity and inclusion in all our workplaces. Check us out on our website -

In return, we offer an above-average remuneration package negotiable for the right candidate along with dedicated on-site parking. This is an excellent opportunity to work with a respected, established business offering ongoing training and the chance to be part of a friendly, inclusive team.