Executive assistant to the chief operations officer (melbourne)

Directly support our Chief Operations Officer | Drive Impact | No two days are the same
Bairnsdale or Melbourne | Full time or Part time | Commence June

We're seeking a high‐performing, unflappable Executive Assistant for a 6‐month limited tenure to support our executive team within the civil construction sector. This is a chance to step into a pivotal role, make an immediate impact, and contribute to major projects that shape our communities.

This role offers flexible working arrangements, with the option to work school hours, full‐time, or anything in between to suit your lifestyle.

Preference is for this position to sit at our Business Centre in Bairnsdale, East Gippsland, but consideration will be taken to sit at our St Kilda Road Office in Melbourne also. We can offer some remote work flexibility, though the role is not designed to be fully remote.

About Whelans Group
At Whelan's Group, we take immense pride in our work, our team, and our commitment to supporting the communities we serve. With our diverse capabilities in engineering, earthmoving, heavy haulage, road maintenance, quarries, civil construction, welding, fabricating, and traffic control, we are known for 'Making it Happen'.

What You'll Be Doing

• Managing executive calendars, meetings, and appointments
• Preparing polished reports, presentations, and correspondence
• Coordinating travel, itineraries, and board meeting materials
• Handling confidential information with absolute discretion
• Acting as a key liaison between executives, internal teams, and external stakeholders
• Drafting and proofreading communications and company‐wide announcements
• Supporting project workflows, contract administration, and tender documentation
• Tracking deliverables and ensuring timely follow‐ups across the business

Why This Role Matters

Our industry moves rapid – and so do we. You'll play a critical role in keeping things focused and teams informed, ensuring operational efficiency, supporting compliance and documentation across major civil projects, and strengthening communication across the organisation. Your work will directly influence the success of our strategic initiatives.

What You Bring

• Diploma or Degree in Business Administration, Construction Management, or similar (preferred)
• 3–5 years' experience supporting senior executives
• Experience in civil construction or infrastructure (preferred)
• Exceptional written and verbal communication
• Advanced Microsoft Office and document management skills
• Strong time management, multitasking, and problem‐solving abilities
• High integrity, discretion, and a proactive mindset
• Familiarity with public works, insurance, and safety documentation

Onboarding Requirements

• Drug & Alcohol Test
• National Police Check (