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Executive Assistant

2 weeks ago

Sunshine North, Victoria, Australia Shaba Scaffolding Group Full time $60,000 - $80,000 per year

Location: Sunshine North
Company: Shaba Scaffolding Group
Employment Type: Full-time

We are seeking a proactive, highly organized, and detail-oriented Executive Assistant to support our Director during/after work hours and also support our management team as we continue to grow and expand operations.

Position Overview:
As the Executive Assistant, you will serve as the right hand to the Director, ensuring smooth day-to-day operations. You will play a critical role in managing schedules, coordinating communication, supporting project logistics, and providing administrative support within a fast-paced, hands-on industry.

Key Responsibilities

  • Executive & Task Management – Provide high-level administrative support, managing priorities, deadlines, and action items ensuring a seamless workflow.

  • Communication Engagement – Screen and manage emails, calls, and correspondence. Draft, edit, and proofread communications while coordinating with clients, suppliers, and team members to maintain clear and effective collaboration.

  • Calendar, Travel & Meeting Coordination – Organize schedules, arrange meetings, and coordinate travel plans with detailed documentation, such as itineraries and expense reports. Ensure efficient time management.

  • Documentation, Reporting & Business Operations – Prepare reports, presentations, and essential documents. Support business functions like timesheets, compliance, and document control while identifying opportunities for process improvements.

  • Professional Representation & Confidentiality – Represent the executive professionally in all interactions. Manage sensitive and confidential information with sound judgment and discretion

Requirements

  • Education – High school diploma (minimum), with a bachelor's degree in business administration, communications, or a related field preferred.

  • Experience – 3–5 years as an executive or administrative assistant, ideally supporting C-level executives. Industry-specific knowledge is beneficial.

  • Key Skills – Strong organizational, communication, and problem-solving abilities. High attention to detail in scheduling, data entry, and document preparation.

  • Technical Skills – Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and collaboration tools (Google Calendar, Slack, Zoom, Teams). Familiarity with business, accounting, and project management principles.

  • Soft Skills – Professionalism, adaptability, discretion, and strong interpersonal skills. Ability to multitask, prioritize, and maintain confidentiality effectively.

What We Offer:

  • Competitive salary based on experience.

  • Opportunity to work in a dynamic, growing company.

  • Professional development and career growth opportunities.