Job Title

We are seeking a highly organised, proactive, and tech-savvy Executive Assistant to support the Operations Manager of a growing group of companies.This group includes an innovative construction R&D company, a property development firm, an NDIS provider, and a modular construction company, all working collaboratively across fast-paced, high-impact projects.This is a high-trust, high-performance role requiring initiative, discretion, and exceptional communication skills to ensure clear and consistent communication across multiple businesses and stakeholders. You will play a critical role in enabling the Operations Manager to focus on high-level strategy, investor relations, and project delivery.Key ResponsibilitiesManage and prioritise a complex, dynamic calendar (Outlook Enterprise), including internal/external meetings, site visits, investor calls, and project reviewsScreen, triage, and manage email communications on behalf of the Operations ManagerPrepare summaries, reports, and responses from brief verbal or written inputCoordinate national and international travel bookings and itineraries Project & Workflow SupportTrack critical milestones and deliverables across engineering, NDIS housing, and asset management projectsOrganise internal task workflows using tools such as SharePoint, Microsoft Planner, or AsanaLiaise with internal team members and external stakeholders (e.g. Scand.io, contractors, ISO bodies) to ensure timely follow-ups on actionsDraft investor updates, tender submissions, project summaries, and board-level memosAssist with data room and documentation management for joint ventures, acquisitions, and grant applications (e.g. ARENA)Handle sensitive and confidential information with utmost discretionHelp implement and manage AI tools to streamline email handling, document generation, reporting, and meeting preparationLiaise with the internal team to support the rollout and integration of automation tools and dashboards (e.g. Scand.io, Simpro, Procore)Key Attributes & RequirementsOutstanding written and verbal communication skills must be clear, concise, and confident in communicating with internal teams and external stakeholdersMinimum 35 years experience in a senior EA or operations support roleProven ability to maintain alignment, ensure clear communication, and proactively flag risks or delaysStrong technical proficiency with Microsoft 365, project/task management platforms, and digital toolsAbility to anticipate needs, manage competing priorities, and work with minimal supervisionExperience in construction, engineering, or related sectors highly desirableFamiliarity with AI-based productivity tools is an advantageLocation: In-office at our Clayton headquarters (STRICTLY IN OFFICE ROLE/ NO HYBRID WORK)Salary: $100,000 $120,000 + SuperStart Date: Immediate preferredHow do your skills match this job?How do your skills match this job?Sign in and update your profile to get insights.Your application will include the following questions:Which of the following statements best describes your right to work in Australia? How many years'' experience do you have as an executive assistant? How many years of project management experience do you have? Which of the following content management systems (CMS) do you have experience with? How many years of asset management experience do you have? What''s your expected annual base salary? How much notice are you required to give your current employer? Do you have a current Police Check (National Police Certificate) for employment?To help fast track investigation, please include here any other relevant details that prompted you to report this job ad as fraudulent / misleading / discriminatory.What can I earn as an Executive Assistant #J-18808-Ljbffr