As an Executive Assistant, you will work closely with senior management, supporting them in procurement, estimation tasks, contracts administration, and day-to-day coordination. The ideal candidate will have prior experience in an engineering or technical services environment, excellent communication skills, and a strong understanding of project-related support functions.

Key Responsibilities

• Provide comprehensive administrative support to senior executives
• Manage and organize email communications, prioritizing tasks and drafting responses as needed
• Assist in procurement activities including quote requests, vendor coordination, and PO processing
• Support estimation efforts by gathering data and preparing cost breakdowns and reports
• Administer contracts, track milestones, and manage payment terms and documentation
• Schedule meetings, maintain calendars, and coordinate travel and logistics
• Prepare reports, meeting agendas, and client-facing documents
• Maintain organized digital records for procurement, contracts, and project data
• Utilize project management tools (e.g., Asana, Monday.com, Trello) to help track project progress
• Coordinate with vendors, internal teams, and external stakeholders to support project timelines

Qualifications

• Minimum 3 years’ experience in an Executive Assistant or similar role
• Background in engineering, construction, or technical services industry preferred
• Experience working with or supporting Australian clients or projects is a strong advantage
• Strong grasp of procurement, estimation, and contract administration processes
• Proficiency in Microsoft Office Suite, Google Workspace, and project management platforms
• Excellent organizational, communication, and multitasking skills
• High level of discretion, professionalism, and attention to detail

Desirable

• Certification or diploma in Business Administration, Project Management, or similar
• Experience supporting remote teams or working in a cross-functional environment
• Familiarity with Australian business practices, invoicing standards, and contract formats

Please refer to job description.