Job Description
Reporting to the Chief Operating Officer, the Executive Assistant – COO & Executive Office is responsible for the day-to-day coordination of the executive office, including complex scheduling, stakeholder engagement, and operational support. This position does not have formal direct reports and achieves outcomes through coordination and influence across teams.
Schedule
Monday to Friday, 40 hours per week, at our Brisbane office with the option to work from home 2 days per week.
Responsibilities
* Provide comprehensive administrative and operational support to the COO and senior executives.
* Manage complex calendars, prioritising commitments to optimise executive effectiveness.
* Prepare high‐quality reports, presentations, and correspondence for executive and board‐level interactions.
* Maintain strict confidentiality across all executive and corporate matters.
* Coordinate the day‐to‐day operations of the executive office to ensure efficiency and professionalism.
* Manage boardrooms, executive meetings, and corporate office requirements.
* Act as a central point of coordination between executives and internal/external stakeholders.
* Plan and manage complex domestic and international travel arrangements, including itineraries, accommodation, visas, and transport.
* Coordinate detailed travel schedules aligned to business priorities.
* Arrange and host internal and external visitors, including international delegations.
* Manage executive communications, including emails, calls, and correspondence.
* Build effective working relationships across internal teams and external partners.
* Ensure professional and timely communication aligned with organisational standards.
* Coordinate executive meetings, agendas, and follow‐ups to ensure clear outcomes.
* Plan and deliver executive events, leadership meetings, and corporate functions.
* Support executive expense management, including reconciliations and reporting.
* Assist with budget tracking and administrative processes.
* Ensure all activities align with organisational governance and administrative standards.
* Support adherence to corporate policies and procedures.
Success in This Role Will Be Demonstrated By
* Effective prioritisation and optimisation of executive time.
* Seamless coordination of executive operations and activities.
* High‐quality and accurate documentation and communication.
* Strong stakeholder relationships and responsiveness.
* Efficient execution of travel, meetings, and events.
Qualifications
* 5+ years of experience in executive support or senior administration.
* Proven experience supporting senior leaders in a corporate environment.
* Experience managing complex domestic and international travel.
* Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
* Excellent written and verbal communication skills.
* Highly organised with strong attention to detail and the ability to manage competing priorities.
* Strong interpersonal skills with the ability to influence and build relationships.
* High level of discretion and professionalism in handling confidential matters.
* Adaptable and able to perform effectively in a fast‐paced environment.
Benefits
* Flexible working practices, option to work from home 2 days per week.
* Convenient Milton office location, a short walk from public transport.
* Eligibility to participate in the company bonus scheme.
* Corporate discounted rates with Medibank and access to Harmony's rewards and discounts scheme.
* Opportunity to work for an international mining company with a diverse workforce.
All candidates must have the right to live and work in Australia to be considered for this role.
Salary will be negotiated commensurate with experience.
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