Executive Assistant

Your new company

Hays is proud to partner with a premier construction and design firm that specialises in creating bespoke residential and commercial spaces. With a commitment to quality craftsmanship and innovative design, the team transforms client visions into reality. They offer a comprehensive range of services, from initial concept and planning through to construction and final touches, ensuring a seamless and stress-free experience. Their dedication to excellence and attention to detail has earned them a reputation for delivering stunning, functional spaces that exceed expectations

Your new role

In your new role as an Executive Assistant you will become a vital member of a business located in the Western Suburbs. As an Executive Assistant, you will play a key role in a prestigious organisation, with responsibilities that include but are not limited to:

• Provide administrative support to colleagues and assist in achieving project objectives through clear communication and task execution.
• Archive documentation for completed projects in accordance with company procedures.
• Collaborate professionally with internal staff and external stakeholders including clients, architects, engineers, surveyors, certifiers, and service providers.
• Apply excellent attention to detail and strong verbal and written communication skills; proficient in accurate and fast typing.
• Maintain a flexible work style and engage effectively with Senior Management, Administration staff, Project Managers, Contract Administrators, and Site Supervisors.
• Complete and submit online applications for service providers including SAPN, SA Water, electricity and gas suppliers, NBN, CITB Levy, and local councils.
• Follow up with consultants for submission of drawings required for Building Approval, Development Approval, and Building Rules Consent.
• Coordinate with Building Certifiers to provide documentation and ensure compliance for proposed and awarded projects.
• Liaise with Project Managers to monitor project progress, services, and inspections, ensuring alignment with schedules.
• Arrange trades for maintenance tasks post-project completion and communicate with owners, lessees, tradespeople, and site staff.
• Perform general office administration including file management, answering calls, and scheduling appointments with clients and consultants.
• Prepare purchase orders, approve invoices, and resolve any procurement-related issues.
• Save and maintain all project documentation and reports using the company's SharePoint system.
• Take meeting minutes, type, and distribute to relevant stakeholders.

What you'll need to succeed

To be considered for this role, you will meet the following criteria:

• Previous project or senior Administrative experience within the construction/property space.
• Experienced in using MS Office Suite products, including Word, Excel, Outlook, and Teams.
• Exceptional organisational and time management skills, with a strong attention to detail and the ability to handle multiple tasks simultaneously.
• Excellent communication and interpersonal abilities, with a friendly and professional attitude.
• Strong time management capabilities, able to adapt to changing priorities and deadlines.
• Capable of working independently, as well as collaboratively with supervisors and staff.

What you'll get in return

In return for your hard work and dedication, you will enjoy:

• An excellent permanent opportunity to join a well-respected business.
• Competitive salary package.
• A workplace culture that offers strong support.
• A chance to demonstrate and enhance your existing skills.

What you need to do now

Tanya Murray is currently recruiting this exciting permanent opportunity so if this sounds like the role you have been looking for and hold all the above requirements, apply ASAP via the link. At Hays, we value diversity and are passionate about placing people in a role where they can flourish and succeed. We actively encourage people from a diverse background to apply.