Executive Assistant | Construction

Overview

Admin and coordination support for a Project Director on a major infrastructure project.

Key Responsibilities

• report development
• meeting scheduling
• travel coordination
• event planning
• stakeholder liaison
• expense management

Tasks

-Develop ad hoc reports and presentations as required. -Coordinate reporting schedules and recommend process improvements. -Act as liaison between the Director, executive team, and external partners. -Schedule and manage meetings, appointments, and events, ensuring optimal use of the Director's time. -Manage all incoming and outgoing communications, including emails, workflows, and correspondence. -Coordinate comprehensive travel plans, including international travel arrangements, visas, accommodation, and transportation. -Organise events such as board meetings, conferences, and networking functions, overseeing logistics and promotion. -Prepare agendas, take minutes, and manage documentation for leadership meetings. -Prioritise and triage matters requiring the Director's attention, redirecting to appropriate team members when necessary. -Collaborate with external stakeholders and their executive assistants, including government officials, embassies, clients, and vendors. -Handle expense claims and manage conflicting priorities with agility and sound judgement. -Foster strong working relationships with the Project Director’s leadership team and key internal and external stakeholders. -Compile and distribute reports, Executive and Board papers, ensuring deadlines are met.

Requirements

• google suite
• microsoft office
• 5+ years
• class c
• business mgmt
• communication

What You Bring

-Excellent communication and interpersonal skills with the ability to liaise professionally at all levels. -Minimum of 5 years providing high-level administrative support to senior management. -Proficiency in Google Suite and Microsoft Office applications. -Experience within the construction industry is highly regarded but not essential -Current Class C Driver’s Licence. -High level of confidentiality, attention to detail, and ability to meet deadlines. -Tertiary qualifications in business / management or equivalent industry experience.

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Benefits

-Competitive salary and benefits, with accommodation and travel costs included -Opportunities for professional development and career growth.

About Design & Build Recruitment

-Grown from a niche agency to a trusted specialist, serving Australia's built-environment sectors. -Part of the Search4 group, placing thousands in permanent and temporary roles. -Assignments span major construction, energy, engineering, and property projects, including rail, manufacturing, architecture, and business support. -Teams in Melbourne, Sydney, Brisbane, and Perth serve multinational corporations, public agencies, and Australian-owned SMEs. -Consultants specialize in specific disciplines, combining market insight with targeted matchmaking to achieve successful hires. -Offer support for both temporary and permanent placements, including an in-house payroll service for contract staff. -Reputation built on delivering specialist roles, particularly in rail, planning, and energy, often in complex or high-stakes environments.

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