Executive and Team Coordinator

About us

The G:link is operated and maintained by Keolis Gold Coast (KGC). Keolis Gold Coast is the proud subsidiary of Keolis Australia and New Zealand, a leading private provider of multi-modal public transport in Australia.

Some of our Benefits

• Salary Packaging (inc. salary sacrificing additional superannuation and novated car leasing);
• Education and learning opportunities;
• Employee Assistance Program (for employees and immediate family);
• Reward & Recognition (inc. years of service, employee of the year, informal recognition);
• Health & Wellness Programs (inc. team challenges, Fitness Passport);
• Flexible work options (including Paid Parental and Adoptive Leave);
• Onsite parking; and
• Enjoy a great work life balance on the Gold Coast!

Our Culture 

What makes working with us so special is our culture, one that embraces our Keolis core values (We Care, We Imagine, We Commit) and shared commitment to the development of high performing natural leaders within the organisation. We are proud to recruit, train and retain the most talented professionals on the Gold Coast, who share our customer (Think Like a Passenger) and safety focused (Zero Harm) approach. Our staff are at the core of what we do, and by cultivating the right environment and values, we have an engaged workforce with a sense of team.

About the Role

The Executive & Team Co-ordinator provides high-quality executive, administrative and office coordination support to the General Manager, Senior Leadership Team and the wider office. As a key coordination point for the business, this role ensures the effective delivery of executive support, team coordination, office administration and employee engagement activities that contribute to an organised, connected and productive workplace.

The position proactively manages executive calendars, meetings and travel while also coordinating office administration, events, facilities, visitors and business support activities that contribute to an efficient, professional and collaborative workplace.

The Executive & Team Co-ordinator is a trusted and approachable team member who builds positive relationships across all levels of the organisation and provides high-quality support and assistance to employees, leaders and external stakeholders.

Executive Support

• Provide professional executive support to the General Manager and Senior Leadership Team; 
• Coordinate diaries, meetings and appointments across multiple leaders; 
• Arrange domestic and international travel, accommodation, transport and itineraries to ensure a seamless journey; 
• Prepare meeting agendas, coordinate logistics and distribute meeting documentation; 
• Take minutes and track actions where required; 
• Prepare reports and other business documents as required; 
• Process purchase orders, invoices and expense claims; 
• Support the development and distribution of internal communications, including employee updates, announcements, and other required internal communications on behalf of the Senior Leadership Team; 
• Provide ad hoc project support work as required by the Senior Leadership Team; 
• Manage confidential information and documentation with discretion and professionalism at all times.

Office & Team Coordination

• Coordinate the day-to-day operation of the office to ensure a professional and welcoming workplace; 
• Manage meeting room bookings, visitor coordination and catering arrangements; 
• Organise team events, leadership meetings, recognition activities and office functions; 
• Coordinate contractors and service providers relating to office administration and facilities; 
• Coordinate conferences and professional development activities; 
• Provide administrative assistance to managers and employees across the business as required; 
• Partnering with the HR team to support initiatives that foster a positive, inclusive and engaging workplace culture coordinating employee engagement and wellness activities, events and initiatives, including planning, communications, logistics and post-event feedback.

Business Support

• Maintain organised electronic filing systems and shared documentation; 
• Provide additional coverage for the Document Controller during periods of leave or high volume of work; 
• Assist with maintaining policies, procedures and business records; 
• Assist with document preparation, formatting and maintaining shared templates and registers; 
• Support cross-functional projects and business improvement initiatives; 
• Undertake other administrative and coordination duties consistent with the responsibilities of the role.

Communication & Stakeholder Management

• Foster positive working relationships across all departments; 
• Liaise with internal and external stakeholders in a professional and customer-focused manner; 
• Ensure enquiries and requests are responded to promptly and appropriately; 
• Maintain a high level of confidentiality and professionalism at all times.

About you, your skills and experience 

• Essential: Demonstrated experience in office administration, executive assistance, office management, or a similar role;
• Essential: Previous experience supporting senior executives or leadership teams;
• High standard of discretion and an understanding of the importance of the development and maintenance of stakeholder relationships at a senior level;
• Advanced Microsoft Office Suite skills (Outlook, Word, Excel, PowerPoint and Teams);
• Exceptional organisational and coordination skills;
• Strong customer service focus with a willingness to assist others;
• Ability to build effective relationships across all levels of the organisation;
• Highly proactive, resourceful and solutions-focused;
• Excellent communication and interpersonal skills;
• Strong attention to detail and commitment to quality;
• Ability to manage multiple competing priorities while maintaining confidentiality;
• Positive, collaborative and approachable manner;
• High level of initiative and adaptability.

As part of the recruitment processes at KGC, pre-employment checks include National Police Certificate and Rail Safety Worker Pre-employment Medical. Further to this, successful candidates will be required to provide a National Police Certificate where requested throughout employment and maintain their Rail Safety Medical status. Given the nature of the position you have applied for and, in particular, the duties and responsibilities that it includes, KGC considers this to be a reasonable requirement. KGC will assess a candidate’s and employee’s criminal record history against the inherent requirements of the relevant position before making a determination as to their suitability or otherwise for the role. 

Keolis is committed to creating a workplace that builds respect, promotes diversity and encourages inclusiveness.