Executive Assistant

Ding Ding Trams are the heart of Melbourne - join our team and be part of the world's largest tram network.

**About this opportunity**

Yarra Trams requires an Executive Assistant provide to comprehensive administrative support to several nominated executives. Reporting to the Chief Engineering Officer this role will:

- Organise and manage comprehensive diaries and proactively predict when schedules are likely to change and making adjustments where necessary.
- Oversee and coordinate meeting and conference preparations, including preparing agendas and follow up actions.
- Coordinate and book venues, meeting and conference equipment, attendance lists, name tags and refreshments where required, including VIP visitor events.
- Organise travel arrangements, accommodation and itineraries.
- Proactively conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Prepare expense claims on a weekly / monthly basis and raise corporate and functional purchase orders and process invoices.
- Maintain filing systems, controls and processes as appropriate.
- Oversee adhoc Project Management of minor projects.
- Provide backfill support coverage for leave of other Executive Assistants.
- Contributes to team effort by accomplishing related results as needed.

**About you**

Ideally you will have:

- At least 7 years' experience as an executive assistant, supporting multiple positions
- Experience in diary and correspondence management
- Experience in event management or coordination
- Experience in project management, delivering to a deadline
- High school certificate, or executive assistant related qualification.
- Microsoft office suite (Outlook, Word, Powerpoint and Excel), financial management software
- Exceptional written and verbal communication skills
- Advanced in the use of Microsoft Office suites (particularly Word and PowerPoint)
- Excellent attention to detail, high level of accuracy and ability to multi-task
- Ability to think ahead, and proactively make decisions on behalf of their Executive
- Strong problem solving skills and ability to use own initiative
- Flexible and positive attitude with the ability to work well with people across all levels of the organisation.
- Maintain confidentiality and proper control of files and company documentation.

Applications close: 24 July 2025

**Why Yarra Trams?**

At Yarra Trams, we foster a workplace grounded in respect, celebrating diversity and embracing inclusivity. You'll also enjoy the following benefits:

- A free travel pass for Victoria's Public Transport Network
- Competitive salary and great conditions
- Professional development
- Career growth opportunities
- A commitment to your health and wellbeing including free flu vax, discounted gym membership, and access to our Employee Assistance Program (EAP)
- Paid Parental Leave for primary caregivers

**About Yarra Trams**

Yarra Trams is proudly operated by Yarra Journey Makers, a joint venture between Transdev Australia and John Holland. We work with the Department of Transport and Planning, alongside its transport agencies and operators to provide a fully integrated, sustainable transport service for the people of Melbourne.

Please note, our selection process includes pre-employment checks, such as a police check and a medical assessment. Yarra Trams employees are required to adhere to Yarra Trams Policies and Procedures such as, but not limited to, Health and Safety Policy, Equal Employment Opportunity & Workplace Bullying Policy, Drug and Alcohol Management Program Policy (including drug and alcohol testing programs).