Are you looking to make a meaningful contribution and be part of a growing company? Parabellum International are seeking an experienced and proactive Executive Assistant to provide high-level support to the Chief Executive Officer (CEO), Chief Operating Officer (COO) and Chief Financial Officer (CFO). This is a critical role within the organisation, acting as the central coordination point for executive operations, governance, communication and workflow management.
This role suits someone who thrives in a fast-paced, professional environment and is trusted to handle confidential, commercially sensitive and executive-level matters with discretion, accuracy and initiative.
About Us
Parabellum International is a global leader in the provision of Emergency Response, Medical, Risk Management and Training Services. Deeply embedded within both the onshore and offshore Oil, Gas, Mining, Defence, Resources, Energy, Waste, and Construction Sectors, Parabellum International's proven operational experience in high risk and remote locations is unparalleled.
About The Role
As the Executive Assistant, you will enable the executive leadership team to focus on strategic, operational and commercial priorities by managing schedules, information flow, governance processes and executive coordination. You will act as a true partner to the executives, anticipating needs, managing competing priorities and ensuring the executive office operates efficiently and professionally.
Key Responsibilities
* Provide high-level administrative and executive support to the CEO, COO and CFO.
* Proactively manage complex diaries, calendars, meetings and travel arrangements.
* Act as gatekeeper for executive time and prioritise competing demands.
* Prepare agendas, briefing notes, presentations and meeting papers.
* Track actions, follow up deliverables and manage confidential information with discretion.
* Coordinate Board, Executive and Leadership Team meetings.
* Compile board packs, executive reports and governance documentation.
* Manage minutes, action registers and document control.
* Support governance, compliance and reporting obligations.
* Support the CFO with financial reports, budgets, forecasts and approvals.
* Assist with management reporting and executive dashboards.
* Coordinate contract approvals, signatures, CAPEX and commercial workflows.
* Support the COO with operational reporting and project tracking.
* Coordinate execution of contracts, NDAs, deeds and MOUs.
* Maintain confidential legal and governance registers and repositories.
* Liaise with external legal advisers and professional service providers.
* Support corporate governance activities including ASIC and statutory records.
* Act as liaison between executives, internal teams and external stakeholders.
* Draft and format professional correspondence, reports and presentations.
* Maintain structured filing systems and document management.
* Coordinate executive travel, site visits, events and logistics.
* Drive continuous improvement in executive systems and processes.
About you
You are an experienced, confident and highly organised Executive Assistant who enjoys working closely with senior leadership and being relied upon as a trusted partner.
Qualifications And Experience
* Minimum 3-5 years' experience as an Executive Assistant / PA supporting senior executives.
* Proven experience supporting multiple executives in a complex environment.
* Exceptional organisation, prioritisation and time-management skills.
* High-level written and verbal communication ability.
* Strong discretion handling confidential and commercially sensitive information.
* Experience supporting Board and governance processes (highly regarded).
* Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint).
* Ability to work autonomously, exercise sound judgement and anticipate executive needs.
* Background in resources, mining, infrastructure, defence, professional services or similarly regulated industries (desirable).
At Parabellum International, our core values of transparency, agility, family, making a difference, and going above and beyond are at the forefront of everything we do.
If you share these values and are ready to advance your career with a company that invests in your growth and success, we want to hear from you.
Click "Apply Now" or email us at recruitment@parabellum.com.au with a current resume.
Parabellum International is an equal opportunity employer. We encourage applicants from diverse backgrounds including veterans, military and defence to apply.
#J-18808-Ljbffr