Applications close 18th July 2025 Hamilton Island is seeking a confident, intuitive and highly organised Executive Assistant / Office Manager to join our Executive Office and provide professional support to our Chief Operating Officer. In this pivotal role, you'll work closely with our COO to manage priorities, drive outcomes, and help the Executive Office operate smoothly and efficiently. You'll also support the Group CEO on an as-needed basis and collaborate with Legal and Planning teams to coordinate key administrative and compliance functions. This is a dynamic position that requires initiative, strong attention to detail, and the ability to anticipate needs before they arise. With a diverse range of stakeholders and projects on the go, you’ll need to be flexible, resilient, and comfortable working in a fast-paced, high-trust environment. Your responsibilities will include: Executive Support Provide high-level support to the COO, and Group CEO as required, including diary management, meeting coordination, travel arrangements, and on-island logistics Manage workforce rosters and timecard approvals for the Executive Office Ad-hoc administration and project related tasks Legal Office Administration Support the legal team with documentation, compliance and reporting across insurance, risk, property and corporate governance matters Maintenance of key databases and corporate registers Assist in the development and administration of contracts, agreements, deeds and permits Provide support for audits and ongoing licence and permit management Planning Office Support Coordinate private property records and contractor/owner communication Manage permit processes for minor works, vehicles, IDs and development approvals Respond to enquiries from property owners, builders and external stakeholders Maintain content on the Hamilton Island community and development website Executive Office Operations Compile information for regular reporting requirements Process and reconcile invoices, credit card expenses and city ledger accounts Support the smooth daily operations of the Executive Office with a proactive and solution-oriented approach About You You’re a professional and highly capable Executive Assistant who thrives on responsibility and autonomy. You’re known for your initiative, strong organisation skills, and ability to adapt quickly to changing priorities. You’re proactive, self-aware, and confident in supporting senior leadership in a broad and varied role. To be successful, you will need: Minimum 5 years' experience in a senior administrative or EA role supporting executive-level leaders (Essential) Previous experience in a legal, planning, or corporate environment (Desirable) High-level proficiency in Microsoft Office Suite (Essential) HSC or Diploma in Administration or similar qualification (Desirable) Drivers Licence valid in Queensland (Essential) Willing to obtain and pass an Australian Criminal History Check Clearance (Essential) About Us Hamilton Island is Australia’s tropical island in the heart of the Great Barrier Reef - easily accessed via direct flights or ferry transfers. It’s a spectacular place to live and work, offering world-class facilities, incredible natural beauty, and a vibrant island lifestyle. From luxury resorts and boutique hotels to over 20 dining venues, two spas and 60 tours and activities, the island has it all. More than just a workplace, Hamilton Island is a close-knit community with endless opportunities to grow, develop, and be part of something truly special. Click ' Apply ' to be taken to our Hamilton Island Careers page www.hamiltonisland.com.au/careers Hamilton Island is much more than a great place to work – it’s an amazing career opportunity. Like us on Facebook: https://www.facebook.com/HIERecruitment Follow us on Linkedin: www.linkedin.com/company/hamilton-island