Rivtow Marine
Rivtow Marine is a specialist towage services provider engaged by a major resources company to operate a large fleet of escort and harbour tugs and associated infrastructure in Port Hedland, Western Australia. Rivtow Marine is a subsidiary company of the Riverside Marine Group, which is a privately owned group of companies with almost 100 years of operations experience in Australia. The Riverside Marine Group of companies operate a variety of marine-based businesses around Australia, with operations and offices in Brisbane, Townsville, Hay Point, Perth, and Port Hedland.
* Closing Date: 4 December 2025
* Location: Port Hedland, WA (residential only)
* Employment Type: Full Time
* Salary package: Competitive remuneration (+ super + residential allowance for eligible candidates)
* Residential, ALTA, STI and 5 weeks of annual leave for eligible candidates
Position Purpose
Rivtow Marine is seeking to appoint a Senior Administrator and Executive Assistant to the General Manager, reporting to the General Manager, for its operations in Port Hedland, WA. The successful candidate will be a self-starter with excellent organisational and interpersonal skills, who is enthusiastic, reliable, flexible, and able to work with some autonomy.
Duties and responsibilities include, but are not limited to:
Executive Support
* Serve as the primary point of contact for the General Manager, managing communications and correspondence with internal teams and external stakeholders.
* Maintain and manage complex calendars, including scheduling meetings, coordinating travel arrangements, and prioritising competing demands.
* Prepare agendas, briefing materials, and presentations for meetings and events.
* Accurately record and distribute meeting minutes, ensuring timely follow-up on action items.
* Handle confidential information with the highest level of integrity and discretion.
Administrative Management
* Oversee day-to-day office operations, ensuring efficiency and compliance with organisational standards.
* Coordinate internal and external reporting obligations, including compiling data and preparing reports.
* Manage accommodation and property requirements for staff and visitors.
* Support onboarding processes for new employees and contractors, ensuring a seamless experience.
* Escalate IT issues and liaise with technical teams to resolve problems promptly.
* Monitor and maintain document management systems (Shared Drive, Smartsheet, SharePoint), ensuring accuracy and accessibility.
Stakeholder Engagement
* Build and maintain strong relationships with internal teams, external partners, and service providers.
* Act as a liaison between the General Manager and key stakeholders, ensuring clear and timely communication.
Core Responsibilities:
* Provide high-level administrative support to the General Manager and the Team.
* Manage and maintain calendars, ensuring efficient scheduling and prioritisation.
* Coordinate internal and external reporting obligations.
* Take accurate and timely meeting minutes.
* Organise accommodation and property requirements for staff and visitors.
* Assist with onboarding of staff and contractors.
* Escalate IT issues promptly and liaise with relevant teams.
* Monitor and maintain document management systems (Shared Drive, Smartsheet, SharePoint).
* Apply continuous improvement principles to office processes.
* Participate in the QHSE Field Leadership Program.
* Build and maintain strong relationships with external stakeholders.
Continuous Improvement
* Identify opportunities to streamline administrative processes and implement best practices.
* Participate in organisational initiatives such as the QHSE Field Leadership Program to promote safety and quality standards.
Technical Skills:
* Extensive knowledge of Microsoft Office 365 suite, including Excel, Word, PowerPoint, and Outlook.
* Ability to learn and adapt to new systems and programs.
Qualifications and Experience
* Formal qualification in Office Administration or Executive Assistance preferred but not essential.
* Proven experience in a similar role supporting senior leadership.
* Demonstrated ability to manage multiple priorities in a fast-paced environment.
* Current Driver's Licence.
Personal Attributes
* Professional, proactive, and adaptable.
* Excellent interpersonal and communication skills.
* High level of discretion and confidentiality.
* Strong problem-solving ability and initiative.
If you believe this is you, please forward your current resumé with a detailed cover letter by clicking 'apply for this job' and answering the few questions.
Applications close 4 December 2025, 5:00pm AWST; however, we may close applications earlier.
Rivtow Marine is an equal opportunity employer and offers industry-competitive salary packages with appropriate allowances that reflect the role's location. To learn more about Rivtow Marine, click here.
Rivtow Marine
Always Ready – Always Safe – Always on Time