Executive Assistant

Role Overview

Are you an adaptable, proactive operations professional who thrives at the intersection of creative strategy and operational excellence?

This dynamic role delivers high-level administrative, financial, and logistical support across two core pillars of our business: Marketing and Supply Chain & Global Technology. Positioned as a key operational anchor, you will drive workflow efficiency, co-lead flagship corporate conferences, manage procurement systems, and maintain strong site operations across both our Sydney headquarters and the Villawood Manufacturing facility.

Key Responsibilities

• Calendar & Travel Management: Deliver forward-thinking calendar management and complex travel arrangements for key leadership figures.

• Project & Document Control: Maintain central document repositories, and manage strategic projects for Marketing and Manufacturing leadership.

• Coordinate logistics around meetings: Room booking, catering, travel, etc. 

• General Office Support: Maintain seamless daily office operations, support reception/learning administration as needed, and serve as dependable operational backup across the admin team.

• System Champion: Serve as the subject matter expert (SME) and first point of contact for SAP Ariba procurement and invoicing.

• Vendor & Budget Operations: Oversee vendor onboarding, purchase order creation, line-item reconciliation, and direct vendor management to ensure smooth financial workflows.

• Conference Leadership: Co-lead the planning, operations, and logistics for company events, including the Australia Commercial Conference.

• Trade Activation: Coordinate cross-functional logistics and administrative support for key customer and trade engagement initiatives.

• Process Optimisation: Identify friction points across departmental workflows and proactively initiate smart solutions to streamline operations.

• Other reasonable duties as requested, in line with skills and experience.

Please note that this role provides support to both teams based in our Sydney city office and Villawood office. There is a requirement to be at Villawood 1 day/week, parking provided if needed. 

Qualifications

• Experience: 2–5 years of administrative experience required, preferably in related functions.

• Education: Higher school certificate or equivalent 

• Technical Skills: Strong proficiency in Google Collaboration Tools, Concur, Ariba a plus

• Mobility: Ability to travel locally between Sydney and Villawood sites as required.