Personal Assistant

3 weeks ago

Melbourne, Australia John Holland Full time

About John Holland

At John Holland, our purpose is simple – we transform lives with everything we do.

We’ve always known that infrastructure is about people — our customers, our employees, and the communities in which we work every day.

That’s our difference. Deep experience and capability with a genuine care about creating better lives for people along the way.

Be part of the team that’s up for the challenge of transforming lives for good.

Are you up for the challenge?

As the Personal Assistant in the Commercial team, every day will be different. You will provide overall administrative and logistical support including diary management, travel bookings, coordinating events for the broader team, preparing and scheduling communications, documents and presentations, reporting, records management, processing accounts/invoices/purchase requisitions/expenses, minuting meetings as well as managing the day-to-day activities of the General Manager Project Controls and General Manager Commercial. In addition you will provide support to the Executive Assistant Commercial and Commercial SLT as necessary.

We need a vibrant, energetic ‘can do’ person with an unflappable nature, exceptional organisational skills, the ability to juggle competing priorities and get things done, as well as confidence in working directly with executive level stakeholders, EA’s and corporate VIP’s. You will have the utmost respect for confidentiality, thrive under pressure, like getting your hands dirty and be a natural problem solver.

From coffee runs, to assisting at board meetings, to attending events and everything in between, this opportunity offers great variety and the opportunity to learn lots. 

This is an office-based role at our landmark offices on Flinders Street in Melbourne.

What you will do;

  • Oversee and coordinate Management diaries, which will include scheduling and calendar planning.
  • Monitor and respond to communications 
  • Provide administrative support, such as preparation of correspondence, presentations, marketing material and reports for current and potential customers
  • Develop and maintain the records management system, ensuring that information is accurate, up-to- date and stored safely
  • Manage financial records such as expenses, invoices and purchase requisitions
  • Coordinate all aspects of internal and client meetings, preparing agendas, typing minutes, and distributing to relevant stakeholders
  • Update financial records such as expenses, invoices and purchase requisitions.

What we are looking for;

  • Certificate II, III or IV in Business Administration or equivalent experience
  • Strong background as a Personal Assistant or similar
  • Experience providing support at a senior level 
  • Intermediate to advanced knowledge of the Microsoft Office Suite and Sharepoint
  • Ideally experience within construction/engineering or related industries, including on-site project experience
  • Strong knowledge of administrative practices as well as document and records management procedures and processes
  • Basic knowledge of accounting and data management practices

As part of the team, you can help us transform lives.

Your success is reflected in ours, so we’re committed to being an employer of choice. We pride ourselves on having a diverse and inclusive workplace, as we understand that different perspectives and ideas are critical to our long-term success.

We want you to be with us for the long term, so providing you with rich career experiences and ongoing development is our priority.

What’s in it for you

We’re about connecting your sense of purpose to ours. We understand that your career is one of the biggest ways to have an impact on the world. We also believe in supporting you as a whole person, not just an employee.

We reward and support our people in so many ways. This starts with being flexible about how different people like to work. From generous leave policies to wellbeing and relationship support, your needs sit at the heart of our employee benefits.

We offer:

Competitive remuneration with salary continuance, and salary sacrifice options.

Great leave benefits including 18 weeks paid parental leave with super and up to an extra 18 weeks of super paid on further periods of unpaid parental leave, multicultural leave exchange and two extra days to prioritise your wellbeing.

Career progression underpinned by our exciting pipeline of work means you’ll have the opportunity to work on iconic projects that are shaping cities and communities.

Learning and development opportunities where you’ll have access to emerging talent programs, building your career through clear career pathways, plus technical and leadership training and development opportunities.

Inclusion, diversity and equity is part of how we work. We want everyone at John Holland to feel that they belong – that’s why we’re working hard every day to foster a more inclusive culture, backed by a business-wide inclusion strategy to bring about meaningful change. We’ve also got active employee resource groups that support our commitments including those around gender equality and reconciliation.

Flexible working that works for you as we knowflexibility means different things to different people. Whether it’s flexi-hours, flexi-parenting, flexi-leave, flexi-shifts or flexi-work, we’re committed to helping our people work flexibly.

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