Executive Assistant & Operations Administrator

Position overview

This role supports the smooth day-to-day running of the business from behind the scenes. It combines executive support for the directors, coordination of recruitment and HR administration, the main liaison point for IT and software matters, process improvement across office operations, and content creation to promote completed projects. The ideal person is organised, comfortable with technology, and able to communicate confidently with a wide range of stakeholders, from site engineers to software vendors.

Executive and administrative support

• Support five Directors and Managers with diary coordination, correspondence, meeting preparation, and general executive assistance.
• Review incoming emails, prioritise matters, handle routine responses, and escalate items that need director input.
• Arrange business travel, including reservations, itineraries, and any changes or updates.
• Assist the administration team with ad hoc tasks as required.

Process improvement

• Assess current administrative and operational workflows to identify inefficiencies and improvement opportunities.
• Document updated procedures and help staff adopt improved ways of working.

IT, software, and systems

• Serve as the first internal contact for IT and software-related issues, working with external providers and vendors when needed.
• Support the rollout of software enhancements across the business.
• Enter report data accurately and maintain data integrity.
• Update forms as operational requirements change.
• Compare and cross-check data at end of month.

Human resources

• Coordinate recruitment from start to finish, including drafting position descriptions, advertising vacancies, screening applicants, and organising interviews.
• Manage onboarding for new hires so documentation, inductions, and system access are completed before their start date.
• Maintain employee records and personnel files in line with privacy requirements.
• Prepare employment contracts, offer letters, and variation letters in consultation with directors.
• Liaise with an Industrial Relations Lawyer when additional advice is required.

Marketing and communications

• Prepare a case study for each completed project by interviewing project engineers and gathering key project outcomes.
• Convert technical information into clear, engaging, client-friendly content.
• Create and schedule social media posts and manage activity on Instagram and LinkedIn.
• Keep the company website current with project updates and photos.

Security, facilities, and property

• Manage security fobs and remotes, including issue, return, and register records.
• Coordinate follow-up for security incidents and related administration.
• Oversee administration for the company rental house, including tenancy matters, maintenance coordination, and communication with relevant parties.

Skills and attributes

The role calls for a candidate with strong organisation, the ability to manage multiple priorities, and excellent written communication skills. You should be comfortable learning new systems, confident handling confidential information, and proactive in improving how things work. A friendly, professional approach and the ability to work independently while staying accountable are also important.

Additional requirements and notes

This position is suited to someone with experience in executive assistance, office coordination, or business administration. Desirable experience includes managing social media channels and website updates, supporting recruitment or HR processes, and understanding employment contracts and Fair Work obligations. Familiarity with relevant awards or enterprise agreements in civil construction would be an advantage, though a willingness to learn is also valued.