Executive Assistant, Office Manager

Job description:

• Oversee on-site office administration and daily operational coordination.
• Deliver high-level executive support to senior leaders in manufacturing.
• Full-time, permanent position located at the Lytton Refinery.

About Ampol

Our company has always been about more than fuel. Fuel may be the foundation of our business, but our motivation and purpose come from the people, businesses, industries, and communities we engage with.  From our origins until today, we've always been inspired by the role we can play in people's lives – to keep them moving, to make journeys happen. Here at Ampol, we are proud of our heritage as Australia's only owned fuel brand. For over 100 years we have supported Australians to travel far and wide, and we'll be here for 100 more powering better journeys for today and tomorrow

About the Role

As the Executive Assistant and Office Manager, you will provide high-level, confidential support to the General Manager of Manufacturing and the Manufacturing Leadership Team (MLT). You'll be a proactive and trusted partner who keeps operations running smoothly while coordinating a wide range of administrative and office management tasks. This role is pivotal in enabling the leadership team to focus on strategic priorities by ensuring seamless execution of day-to-day activities and events. Your ability to anticipate needs, solve problems, and foster seamless collaboration across the site will be key to the success of this role.

Key Responsibilities

• Provide confidential executive support to the GM and manage complex calendars and scheduling for the MLT
• Coordinate high-profile site visits, internal meetings, and major events, ensuring logistics, agendas, and documentation are managed to a high standard
• Manage domestic and international travel bookings, expense claims, and office procurement including catering, venues, and supplies
• Support day-to-day office operations and help coordinate task coverage within the administrative team during periods of leave or absence.
• Maintain and regularly update SharePoint content, prepare polished presentations and reports, and drive follow-up on leadership meeting action items.

About you

You are a highly organised Executive Assistant with a proactive and solutions-focused approach, dedicated to supporting senior leaders in fast-paced environments. Your strong business acumen helps you anticipate executive needs, manage competing priorities, and handle complex situations with professionalism and discretion. You communicate clearly and confidently, building effective relationships across all levels of the organisation. Comfortable working independently, you excel at problem-solving and coordinating administrative tasks to ensure smooth office operations. Your attention to detail and adaptability help ensure effective workflows and consistent team performance.

Key Skills and Experience

• You have a strong track record of providing executive support, preferably in manufacturing, energy, or similar complex environments.
• You are skilled in MS Office, Teams, SAP, Concur, and SharePoint, using these tools to support operations and boost efficiency.
• You communicate clearly and professionally, both written and verbal, engaging effectively with stakeholders at all levels.
• You are highly organised with excellent planning and prioritisation skills, able to manage multiple tasks accurately and on time.
• You've been part of a collaborative administrative team, playing a key role in maintaining coverage and continuity of support.

Our benefits

• Our total remuneration is competitive.
   This is across base salary, a performance incentive, employee share offers and a 25% discount on Fuel for two privately used cars
• We are flexible.
   Many of our teams have embraced hybrid work, balancing time spent remote working, with time spent at an office to connect and work together where it adds value.
• Remote Working
  : Support for up to 3 months remote international working (conditional to 5 days paid leave for every 30 days of remote work).
• We value recognition.
    We have an internal recognition platform amplifying the achievements of those who do great work and demonstrate our capabilities and values.
• Career development and learning opportunities
   including LinkedIn Learning and other tailored training solutions.
• Paid Parental Leave -
   up to 12 weeks paid Parental leave, and up to a year off (unpaid). In addition to the 12 months of unpaid parental leave, employees may apply for a further 12 months of unpaid parental leave (a total of 24 months for each birth)
• Baby Care Package
   - financial and flexible support for parents transitioning back to work.
• Need some wheels?
   Novated Lease options are available.
• Invest in your future with the Employee Share Scheme
• Leave Options
  – We offer Wellbeing leave and Leave Purchasing
• Care for your Community.
   Spend one paid day a year volunteering with one of our Ampol Foundation partners.

We're an equal opportunity workplace. We not only embrace diversity and inclusion; we celebrate what makes you unique. We welcome applications from people of all ages, cultural backgrounds, and diverse sexualities and genders (including if you identify as transgender). We also highly encourage Aboriginal and Torres Strait Islander peoples to apply for roles with Ampol.

Want to take your career to the next level? Apply today.

Applications close on
8 September 2025