The Company
De Stefano & Co are Defence and Security experts, offering a unique suite of services that enable organisations to comply with security requirements and successfully transact within Australia’s complex defence industry environment. The organisation’s inhouse turn-key programs are unparalleled and are adopted widely by Prime Defence contractors, multinationals and government clients; engaging in work spanning Australia, the US, UK and Europe. HQ’d in the heart of the historic Port Adelaide maritime precinct, De Stefano & Co is well positioned to benefit from the opportunities AUKUS presents.
Approaching ten years in business, De Stefano & Co continues to achieve significant year-on-year growth, where it was recognised in the Top 25 companies at the BDO Fast Movers SA Awards for two years in a row. De Stefano & Co is trusted by leading organisations, industry bodies and government to advise senior decision makers, ensuring that clients are well equipped to capitalise on major investments in the sector.
De Stefano & Co’s commitment to innovation, excellence, and client success has been acknowledged through a number of credible industry awards and accolades, including:
WINNER - SA Premier's Beyond Borders Award 2025
WINNER - Cyber Business of the Year, at the Australian Defence Industry Awards 2025
WINNER - Cyber Security Consulting Business of the Year - SME, at the Australian Cyber Security Awards 2024
Recognised in the Top 25 Companies – indaily BDO Quick Movers Awards, 2022 & 2023
The Culture
De Stefano & Co continuously invests in the personal and professional development of the team, who are all eager to be part of the organisation’s success.
The thought leadership and training and development led environment encourages contribution, and has attracted a group of collaborative, smart, savvy, professional, personable and energetic individuals who care about having an impact. There is a mentality of putting results before profits, with a shared tenacity for finding answers and achieving great outcomes. The team inspires confidence in clients with their sharp focus on doing the right things well.
De Stefano & Co also gives back to the broader community in meaningful ways, with various initiatives such as providing internships for aspiring cyber professionals, sponsoring the West Adelaide Bearcats, and the Entrepreneur of the Year Award as part of the North West Business Community Awards.
The Role
De Stefano & Co is seeking a Personal Assistant to support the CEO and ensure the smooth running of De Stefano & Co’s office. This role combines assistance to the CEO, with a broad range of administrative functions that underpin projects, client engagement, HR and events. The right person will not only keep the CEO focused and effective but will also create a well organised, productive, qualified, and welcoming environment for the team and clients.
Key Responsibilities
Personal Assistant Duties
- Manage the CEO’s calendar, schedule meetings, and coordinate travel for the team;
- Manage the CEO’s time with both internal and external stakeholders;
- Draft, proofread, and send correspondence on behalf of the CEO;
- Review administrative documents and highlight where executive input/approval is required;
- Prepare briefing notes for meetings and follow up actions;
- Provide admin support for presentations, reports, and events;
- Respond to initial enquiries to help coordinate meeting times with BDM / others;
- Answer the office phone and direct calls appropriately;
- Type up minutes or notes where required.
Office & Facilities Management
- Keep the office stocked with consumables (eg. paper, milk, coffee, fruit, biscuits, water);
- Ensure the office runs smoothly (plants watered, kitchen clean, boardroom tidy);
- Manage catering orders for onsite and offsite meetings/events;
- Greet office guests, prepare/serve tea/coffee, and ensure boardroom is presentable;
- Manage and upkeep the asset register;
- Purchase office supplies, furniture, and other items as needed;
- Record/file management and services (filing, document management, subscriptions).
Project Support
- Data entry into the CRM to support business requirements;
- Support the governance and compliance function, eg. entering data into registers, taking minutes, recording actions, etc;
- Entering data and information into the Government Grants portal for client submissions.
Client Support
- Gather client feedback on a periodic basis.
HR & People Support
- HR Admin (eg. filling out existing contract templates, employee record management (Employment Hero), supporting employee inductions, seeking quotes for training courses, etc;
Events
- Organise client events (eg. roundtable discussions, meetings, social events, etc);
- Plan and organise client Christmas gifts each year (in partnership with Marketing);
- Event coordination (team social events, client functions, staff birthdays, etc.);
General Administration
- Provide other ad hoc admin support as required.
Requirements
- Previous experience as a Personal Assistant, Office Manager, Administrator or similar;
- A high degree of tact, diplomacy and confidentiality - experience handling sensitive information with discretion;
- The ability to anticipate needs, be solution focused, and proactively assist;
- A high level of awareness and subsequent ability to protect the CEO’s time and focus;
- High level of administrative proficiency;
- Excellent organisational skills and attention to detail;
- The ability to delicately balance assertiveness with professionalism and warmth;
- The ability and willingness to work from the office. This is an on-site role where physical presence is required.
Application
To apply for this role please click the ‘apply’ button and attach your CV and Cover Letter as Word Documents. For more information and a confidential discussion, contact Sam on 0449 976 844. Please note, due to Defence related work, only Australian Citizens can be considered for this role.
📌 Personal Assistant
🏢 Hunter Careers
📍 Port Adelaide