Executive Assistant – Operations Support Officer | Mon - Fri | Full - time | Melbourne, VIC

Executive Assistant – Operations Support Officer

We are looking for an Executive Assistant – Operations Support Officer based in Melbourne to provide operational and secretarial support to the Director of Operations and the General Manager. You will be the glue that keeps the Senior Leadership team humming, comfortable being a point of contact with internal and external stakeholders, thrive in a fast-paced environments, can navigate ambiguity, you will be adept at anticipating the needs of these senior leaders and promote a high degree of professionalism.

Specific to this role you will provide administrative support to the Director, exercising confidentiality and in addition:

Executive Support

• Provide high-level executive support to senior leaders across multiple portfolios
• Manage inbox's, complex calendars, meetings, travel arrangements and executive workflows
• Prepare briefing papers, presentations, reports and board-level materials
• Coordinate priorities, actions and follow-ups to support strategic objectives
• Handle confidential information with discretion and professionalism

Stakeholder & Communication Management

• Act as a key point of contact for internal and external stakeholders
• Build trusted relationships across operational and corporate teams, including our regional and global teams
• Draft, review and coordinate high-quality communications and correspondence
• Ensure timely follow-up of actions, requests and key deliverables

Project Coordination & Delivery

• Support strategic initiatives and special projects across multiple business portfolios, such as bid coordination, business development opportunities and proposals
• Track milestones, risks, timelines and project dependencies
• Coordinate stakeholders to ensure projects remain on schedule and aligned to objectives
• Assist with governance requirements, reporting and project close-out activities

Team & Office Support

• Partner with other administrative professionals to provide seamless organisational support
• Assist with onboarding activities and maintaining an inclusive, professional environment
• Provide support across broader teams where required

What You'll Bring

• Minimum 5+ years' experience in Executive Assistant, Executive Support, Program Coordination or Senior Administrative roles
• Strong experience supporting senior leaders in complex environments
• Exceptional organisational skills with the ability to manage competing priorities
• Strong Microsoft Office capability, including Outlook, Excel, PowerPoint and Teams
• Experience preparing executive or board-level documentation
• Strong stakeholder management and communication skills
• High attention to detail and ability to work autonomously
• A proactive mindset with confidence operating in evolving or ambiguous environments
• Experience using AI tools to improve productivity and business outcomes is highly regarded
• Experience using software such as InDesign, Copilot and Salesforce would be desirable

What We Offer

• Competitive salary package
• Career development and progression opportunities
• Exposure to high-profile global corporate clients
• Flexible and dynamic work environment
• Employee benefits and recognition programs