Executive Assistant Job at Coates

Job Description

As Executive Assistant to the Executive General Manager – North (EGM North), you’ll be the key support driving efficiency across the North BU leadership team. This role isn’t just about diary management and admin – you’ll also project manage two of our biggest events each year: the North BU Annual Awards and the Annual Branch Managers Conference. You’ll manage competing priorities, communicate clearly and confidently with all levels of the business, and keep everything running smoothly behind the scenes. You’ll tailor your messaging to suit your audience and think two steps ahead of your executive, anticipating their needs before they ask. This is a role for someone who enjoys variety, takes ownership, and thrives in a fast-paced, high-trust environment.

Job Responsibility

Lead our uncompromising Safety-First culture throughout the organisation and customer relationships
Manage multiple inboxes including the EGM North
action / address appropriate emails
flag high priority and important emails
Effectively manage EGM North’s diary and schedule meetings as required
Organise all travel arrangements for the EGM North as well as the wider team
handle all necessary internal approval and paperwork / processes for travel
book and organise all necessary travel components (hotels, flights, visas, itineraries)
Manage and organise purchase orders as required for the wider team
obtain purchase order approval for requested purchase orders, raise required purchase orders for supplier invoices and orders
Arrange and co-ordinate meetings and telephone conferences/videoconferences and events on and off-site, end to end support from logistics and sites to catering for teams, including managing agendas and providing necessary packs and reports
Draft agendas for required meetings
take down minutes, put together the meetings actions from the minutes, circulate to wider team and follow up on action items
Organise the information, packs and consolidated reports for various required monthly meetings
Perform general administrative duties for the wider team as required, such as filing, updating and formatting of documents

Requirements

Minimum 5 years experience in a Senior administrative support role
Proven ability to support an Executive and team across multiple locations
Demonstrated experience managing or coordinating small to mid-size projects or initiatives
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
Discreet and handles confidential information appropriately

Nice to have

Confident managing schedules, priorities and stakeholders
Excellent communication – written and verbal
Calm under pressure and quick to adapt
Hands-on experience coordinating small to medium-scale events or projects

What we offer

Development and career progression pathways
Access to our employee discounts, benefits and wellbeing program
Purchased additional leave program
Novated leasing and salary sacrifice
12 weeks Paid Parental Leave in addition to government parental leave scheme
Volunteering opportunities through the Coates Foundation

Coates - All Job Offers

Select Country

Executive Assistant

Job Description

Job Responsibility

Requirements

Nice to have

What we offer

Looking for more opportunities?