The Executive Assistant (EA) provides high-level administrative support to Executive Director(s), ensuring efficient operation and coordination of activities within the executive team. The EA plays a critical role in a wide range of administrative tasks, enabling the executive to focus on strategic priorities. The role requires the ability to work with minimal supervision, a high level of professionalism, initiative, discretion, attention to detail, and the ability to manage multiple tasks under tight deadlines.

    Key Responsibilities

    • Manage complex calendars, schedule meetings, and coordinate appointments, ensuring optimal time management for the executive
    • Record minutes and follow up on action items for key meetings attended by the Executive Director(s)
    • Screen and prioritise emails and requests, directing them appropriately on behalf of the Executive Director(s)
    • Coordinate domestic and international travel arrangements, including booking flights, accommodations, visas and transportation
    • Handle confidential information and communications, maintaining the highest level of professionalism and discretion
    • Prepare and edit documents, reports, presentations, and correspondence on behalf of the executive
    • Organising and managing files, both electronic and physical, ensuring easy access when required
    • Serve as the point of contact between the executive and internal/external stakeholders
    • Organise and manage special projects, ensuring timely completion and alignment with executive goals
    • Supporting projects, assisting with planning, organising, and executing various business initiatives
    • Plan and coordinate events between the executive and internal/external stakeholders, meetings, and conferences, including logistics and materials
    • Conduct research and compile data to assist with decision-making processes
    • Anticipate the needs of the executive, proactively addressing potential challenges and opportunities
    • Expense management of the Executive's expense reports, reimbursements, and financial documentation
    • Invoice management by handling payments, subscriptions, and budgets related to executive needs
    • Assist with managing database systems and reporting as required by Executive Director(s)

    Qualifications

    • Proven experience as an Executive Assistant or similar role supporting senior executives
    • Experience in the construction industry highly preferable
    • Strong organisational and time-management skills, with the ability to multitask and prioritise
    • Excellent verbal and written communication skills
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
    • Ability to work independently, exercise judgment, and maintain confidentiality
    • Flexibility and adaptability in a fast-paced, dynamic environment
    • Bachelor’s degree or equivalent experience preferred

    Key Competencies

    • High attention to detail
    • Problem-solving and critical thinking
    • Interpersonal skills and emotional intelligence
    • Proactive and resourceful
    • Ability to handle pressure and meet deadlines

     

    Does this sound like you?

    There’re a few reasons you’ll like growing your career at TTW. You will have the benefits of flexible working, work life balance, health & wellbeing programs, extensive training opportunities and more.

    Click on “Apply for this job.” Or email us at careers@ttwengineers.com if you have any questions. 

    TTW is committed to fostering a work environment that is inclusive, supports flexibility, and welcomes diversity. We are proud to be an equal opportunity employer.  Aboriginal and Torres Strait Islander people are encouraged to apply.