Job Title

Executive Assistant to Managing Director (EA/PA + Business Operations Support)Hera Engineering is a national structural and civil engineering consultancy delivering complex, high-quality projects across Australia. We are recognised for smarter, leaner and more sustainable structural solutions that reduce materials, simplify construction and deliver major cost and program benefits for our clients.Over the last 24 months we have grown from approximately 25 people to 50 people, and we continue to expand nationally. Our team works on landmark projects across the country, including high-rise towers, major civic infrastructure, museums and large-scale developments, and we have built a reputation for technical excellence, fast delivery and a high-performance culture.Hera has been widely recognised for its performance and innovation, including:2018: Founder Matteo Tirapelle awarded 40 Under 402021: Hera Engineering awarded WA Business of the Year (Business News Rise Awards)2022: Matteo Tirapelle awarded Engineers Australia WA Professional Engineer of the Year2023: Multiple CTBUH awards including Best Tall Building Oceania (including projects such as The One Residence and Brisbane Quarter)We are building one of the strongest emerging engineering consultancies in Australia and for the right person this is a rare opportunity to join a business that is growing fast, raising the bar, and doing work that genuinely matters.About the roleWe are seeking an experienced Executive Assistant to the Managing Director to provide high-trust, high-output support across executive administration and business operations. This is not a basic diary management position. You will act as a key right-hand support person to the Managing Director, helping protect time, drive follow-ups, and coordinate execution across recruitment, BD activity, submissions and reporting.This role suits someone who thrives in a fast-paced environment, enjoys responsibility, and takes pride in running an organised MD office.Key responsibilitiesFull calendar management, scheduling 1:1s, internal meetings and external appointmentsBooking flights, accommodation, travel logistics, lunches and functionsManaging priorities, reminders and follow-ups so key tasks don''t drop offGeneral ad hoc support to the Managing DirectorEmail and communication managementProactively manage the Managing Director''s Outlook inbox (triage and prioritisation, flagging urgent items, filing/organisation, drafting replies where appropriate, and ensuring nothing important is missed)Act as a professional gatekeeper to protect the Managing Director''s time and attentionRecruitment / HR coordinationLiaise with recruiters and manage recruitment pipelinesCoordinate first-stage interviews with relevant managersCoordinate second-stage interviews with the Managing Director where requiredp>Support cultural fit screening and reference checksReduce the recruitment workload on directors and managers through structure and follow-throughOrganise client lunches and functionsMaintain BD follow-ups and keep track of who we should be meetingCRM management: logging activities, ensuring data quality, and keeping pipeline information currentSubmissions / bids coordinationMonitor tender/prospect websitesCoordinate EOIs, tenders, capability packs and submissionsMaintain templates, case studies, project sheets and CV libraryCompile and format submissions and chase inputs to meet deadlinesSupport Synergy pipeline maintenance for future projects (prospect status, likely start/finish dates, key notes)Commercial support (AR / debt chasing process based)Support accounts receivable follow-up processes and escalation workflowReporting supportPrepare inputs for monthly reports and shareholder reporting (gathering raw data, assembling draft packs)Support ongoing reporting so leadership is reviewing/approving rather than building reports from scratchAbout youTo succeed in this role, you will need to be:Highly organised, proactive and able to drive outcomes without being micromanagedExtremely strong in written communication and document formattingConfident dealing with senior stakeholders and comfortable holding people accountableCalm under pressure with the ability to manage shifting prioritiesDiscreet and trustworthy (this is a high-trust role)Demonstrated experience supporting a CEO/MD/Director level executive in a senior EA roleExperience with CRMs (HubSpot highly regarded)Experience with bids/submissions coordination (highly regarded)Important: This is a demanding role supporting a high-output Managing Director in a fast-growing business. We are specifically looking for candidates who can demonstrate long-term experience (multiple years) supporting a CEO/MD/Director level role. If you have only held senior EA roles for short periods (e.g. ~12 months), this role is unlikely to be the right fit as we need to see demonstrated commitment to the role.How to applyPlease submit your CV and a cover letter outlining why we should hire you and how you can demonstrate that you can successfully perform this role.Your cover letter must address the following:CEO/MD support experience: the longest period you have supported a CEO/MD/Director, the type of business, and the level of workload/complexity you managedInbox + prioritisation: examples of how you have managed an executive Outlook inbox, prioritised competing requests, protected executive time, and ensured nothing important was missedExecution and follow-through: examples of how you managed actions, follow-ups and deadlines across a busy executive office (not just diary bookings)Coordination capability: examples of experience coordinating recruitment activities, client meetings/BD follow-ups and/or bids/submissions (if applicable)Why Hera: why you want this role at Hera Engineering and what value you believe you will addWe are looking for a high-calibre candidate who wants a long-term role and can operate confidently in a high-output environment.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 to the Managing Director?Do you have experience in administration?Which of the following Microsoft Office products are you experienced with?Which of the following Customer Relationship Management (CRM) systems do you have experience using?Do you have a current Police Check (National Police Certificate) for employment?Are you willing to undergo a pre-employment medical check?How many years'' experience do you have as a Secretary to the CEO? #J-18808-Ljbffr