Executive Assistant/Business Support Officer
We are looking for an energetic and reliable person with a can‐do attitude who enjoys variety and a fast‐paced environment. The Executive Assistant/Business Support Officer (EA/BSO) provides high‐level administrative, coordination, and operational support to the Director and senior leadership team within a fast‐paced industrial services business.
The role is critical in enabling effective decision‐making, ensuring priorities are managed, and maintaining smooth day‐to‐day operations across executive, commercial, and operational functions. This position requires strong judgement, agility, discretion, and the ability to operate confidently in a technically oriented environment involving projects, suppliers, customers, and internal teams.
About the Role
Every day is different and the pace is fast! This role entails a broad range of duties and will suit someone who enjoys variety and multitasking in a dynamic environment. This is a new position that will provide the successful candidate the opportunity to create structure and implement efficient processes across the administration and business support functions.
This is a full‐time permanent office‐based role in Bibra Lake and may require occasional domestic travel to support business activities and events.
Executive & Director Support
* Manage the Director's and other leaders' calendars, appointments, travel, and meeting scheduling
* Act as a trusted gatekeeper, prioritising correspondence and requests
* Prepare agendas, briefing notes, presentations, and executive summaries
* Draft, review, and manage high‐level correspondence on behalf of the Director
* Coordinate confidential and sensitive matters with absolute discretion
* Follow up actions, commitments, and deadlines arising from meetings
Business & Operational Coordination
* Support coordination across Sales, Service, Projects, Finance, and Operations
* Work closely with other support roles across the business
* Provide leave coverage for other support roles as required
* Assist with preparation of reports, dashboards, and management papers
* Track executive priorities, strategic initiatives, and key deliverables
* Liaise with internal managers to ensure information flow and task completion
* Support tender, contract, and commercial documentation preparation
* Support IT/HR system implementation, maintenance and administration
* Provide HR administration support for recruitment and other activities
* Support senior leaders with training organisation for staff
* Assist with HR initiatives and projects as required
Meetings, Projects & Governance
* Organise internal and external meetings, including senior leadership sessions
* Take accurate minutes and manage action registers where required
* Maintain document control and version management for executive materials
* Ensure compliance with internal governance and record‐keeping standards
Stakeholder & Relationship Management
* Act as a professional point of contact for external stakeholders, suppliers, and partners
* Interface with OEMs, major customers, banks, advisors, and professional services
* Ensure correspondence and follow‐ups reflect the organisation's standards and priorities
* Build strong internal relationships across technical and non‐technical teams
* Provide support for marketing and industry/customer/staff events as required
Administration & Office Support
* Maintain executive files, contracts, and confidential records
* Assist with office processes, policies, and continuous improvement initiatives
* Support HR and Finance with documentation, approvals, and coordination as required
* Manage travel, accommodation, and logistics for executives and senior staff
* Manage building/office maintenance/management and supplies as required
* Liaise with IT contractors to resolve IT issues and support new and existing staff
About You
It is essential that you have a can‐do attitude and a high level of reliability and professionalism as this role will be integral to business efficiency and success. You will enjoy working in a small team that is highly collaborative and agile.
* Proven experience as an Executive Assistant or Senior PA at Director / Executive level (minimum 5 years)
* Experience in an industrial, engineering, construction, energy, mining, or services environment (highly regarded)
* Agile, flexible and capable of handling multiple priorities under time pressure
* Exceptional organisational and time‐management skills
* Strong attention to detail with a practical, business‐minded approach
* Strong written communication and professional presentation skills
* High level of discretion, confidentiality, and sound judgement
* Ability to operate independently and manage competing priorities
* Advanced Microsoft 365 skills (Outlook, Word, Excel, PowerPoint, Teams)
* Desire to be part of building and maintaining a positive workplace culture
* Professional, calm, and highly reliable
* Proactive and solution‐focused with strong initiative
* Full, unrestricted and current right to work in Australia
* Hold a full unrestricted WA driving licence.
Preferred
* Relevant business administration training/qualifications
* Experience supporting technical or operational leadership teams
* Familiarity with contracts, tenders, or commercial documentation
* Confidence dealing with senior stakeholders and external partners
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