About the company:

A privately held infrastructure and logistics business with national relevance, the company operates across strategically significant sectors with long-term growth objectives. It maintains a streamlined leadership structure and oversees complex operations with a focus on innovation, transport, and land development. 

The organisation plays a critical role in supporting regional and international connectivity and partners with both private and public entities across multiple industries. The CEO, to whom this role reports directly, holds several board positions and brings a broad commercial lens to decision-making, governance, and strategic partnerships. 
  

About the role:
 
This role involves managing the CEO's schedule, travel arrangements, and supporting marketing campaigns . The successful candidate will assist with preparing and editing correspondence, reports, and presentations , as well as maintaining databases and filing systems. You will coordinate meetings and events, liaise with both internal and external stakeholders, and support website updates and social media management.   

This role will be split between Avalon and St Kilda , you must have a driver's licence . The ideal candidate will most likely be from the western suburbs, as they travel between offices with a similar distance.  
 
Duties:

• Coordinate and maintain the executive’s calendar, scheduling meetings, appointments, and travel plans, ensuring optimal time management. 
• Handle emails, phone calls, and other communications, prioritising and responding on behalf of the executive as needed. 
• Organise and prepare materials for meetings, take minutes, and ensure follow-up on action items. Assist with planning company events and conferences. 
•  Manage travel bookings, itineraries, and accommodations, ensuring seamless travel experiences for the executive. 
• Prepare reports, presentations, and documents, and maintain an organised filing system for quick retrieval and easy access. 
•  Act as a point of contact between the executive and internal/external stakeholders, maintaining strong relationships and facilitating smooth communication. 
• Provide support on special projects, including research, data analysis, and coordinating tasks across departments. 
• Track and manage the executive’s expenses, ensuring timely submissions for reimbursement and budget tracking. 

Skills & experience: 

• Proven ability to prioritise tasks, manage multiple calendars, and maintain efficient systems for handling correspondence and documentation. 
•  Highly effective in verbal and written communication, capable of interacting with high-level stakeholders, clients, and team members professionally. 
• Demonstrated experience in managing complex schedules, ensuring deadlines are met, and handling last-minute changes with ease. 
• Exceptional at managing details, ensuring accuracy in scheduling, document preparation, and expense tracking. 
• Trusted with sensitive information, maintaining confidentiality and professionalism in all aspects of work. 
•  Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and project management tools like Asana or Trello. 
•  Skilled in organising domestic and international travel, as well as coordinating meetings, conferences, and company events. 
•  Resourceful in resolving issues quickly and efficiently, often without requiring supervision. 
•  Experience handling expense reports, tracking budgets, and ensuring compliance with company policies for reimbursements and purchases. 
•  Ability to assist with project coordination, timeline tracking, and team collaboration, ensuring projects move forward efficiently. 

How to apply
Click  APPLY  or email your resume to  narule@brookrecruitment.com.au . For a confidential conversation, please call  Narule on  0415 137 953 .