Executive Assistant

The Future Generation Joint Venture brings together the combined engineering experience and expertise of WeBuild, Clough and Lane and has been selected to design construct Snowy 2.0. This project is based within the Snowy Mountains in NSW and will deliver one of the largest pumped hydro schemes in the world. The Executive Assistant (to Deputy Project Director) provides high-level administrative and coordination support to the Deputy Project Director, enabling them to operate efficiently and strategically in a dynamic environment.

Responsibilities

Coordinate travel plans, including booking flights, hotels and transportation for the Directors; Coordinate international travel and itineraries, including visa requirements as required; Schedule meetings, appointments and events, coordinating the Directors diary; Determine priority of matters of attention for the Deputy Project Director; Handle all relevant incoming and outgoing communication, including emails, workflows, general correspondence and other documents; Submit and manage expense claims on behalf of the Director; Provide day-to-day administrative and ad hoc support tasks to the Director and the wider Management team; Manage changing and conflicting priorities with agility to meet timeframes and objectives; Establish strong working relationships with the Deputy Project Director’s leadership team; Build and maintain a solid understanding of the Snowy 2.0 project and develop effective working relationships with key stakeholders; Work closely with Snowy Hydro and their EAs to plan and organise meetings and events; Serve as a liaison between other executive team members and external stakeholders; Develop agendas, attend and record minutes of team meetings; Prepare, collate and distribute various reports, Executive and Board papers; Coordinate report submission deadlines and timeframes; Prepare ad hoc reporting and presentations; Make recommendations for reporting schedule, quality and process improvements

Requirements

Certificate IV in Business Administration or equivalent industry experience; Class C Driver's Licence; White Card; At least 5 years’ experience providing high level administrative support to Senior Managers; Knowledge of software applications including Google Suite and Microsoft Office Suite; Excellent written and verbal communication skills, combined with strong interpersonal skills and a proactive approach to engaging with people at all levels in an informative, accurate and positive manner; Ability to maintain strict confidentiality; Attention to detail with the ability to prioritise and complete work within established deadlines; Exhibit sound judgement and comfortable interacting with all levels of personnel; Ability to work effectively within a busy team environment, and also to work independently; Sound negotiation and problem-solving skills

Benefits

Competitive Salary; Employee Assistance Program (EAP); Paid Parental Leave; Qantas Club Membership discounts; Professional Development