Executive Assistant and office coordinator

The Executive Assistant & Office Coordinator provides high-level administrative and organisational support to the Managing Director | Construction while ensuring the smooth day-to-day operation of the office workplace.

This role serves as a central point of coordination across the business, managing executive schedules, meetings, communications, reporting, office administration, and stakeholder interactions. The position requires a highly organised, proactive, and professional individual who can manage competing priorities, maintain confidentiality, and deliver exceptional support to leadership and the broader team.

Executive Support

- Provide comprehensive executive support to the Managing Director | Construction.
- Manage calendars, appointments, meetings, and travel arrangements.
- Coordinate and prioritise correspondence, emails, and communications.
- Prepare presentations, reports, meeting packs, and business documentation.
- Screen and manage incoming requests and enquiries.
- Assist with confidential business matters and sensitive information.

Meeting & Communication Coordination

Coordinate internal and external meetings, including scheduling, agendas, and logistics.

- Prepare meeting minutes and maintain action registers.
- Monitor and follow up outstanding actions and commitments.
- Facilitate communication between leadership, employees, clients, and external stakeholders.
- Support company events, workshops, and team functions.

Office Administration & Coordination

- Oversee the day-to-day operation of the Brisbane office.
- Coordinate office supplies, facilities, equipment, and service providers.
- Maintain office systems, filing structures, and administrative processes.
- Act as the primary contact for office-related enquiries and support.
- Ensure a professional and welcoming office environment.

Reporting & Document Management

- Assist in the preparation and distribution of reports and business documentation.
- Maintain accurate records, databases, and filing systems.




- Support document control processes and information management requirements.
- Ensure business information is organised, secure, and easily accessible.
- Coordinate the collection and consolidation of information for reporting purposes.

Team & Employee Support

- Assist with onboarding and induction coordination for new employees.
- Support employee engagement initiatives and team events.
- Coordinate training bookings and administrative requirements.
- Provide general administrative assistance to the broader Construction team.
- Support leaders with ad hoc administrative and project coordination activities.

Stakeholder Management

- Build positive relationships with internal and external stakeholders.
- Act as a professional representative of the Construction team.
- Liaise with clients, consultants, suppliers, and service providers as required.
- Ensure enquiries and requests are managed promptly and professionally.

Governance & Confidentiality

- Maintain strict confidentiality regarding business information.
- Ensure administrative processes align with company policies and procedures.
- Support governance, compliance, and record-keeping requirements.
- Uphold professional standards in all interactions and communications.

The Executive Assistant & Office Coordinator will be responsible for delivering:

- Efficient and professional executive support to the Managing Director.
- Well-organised calendars, meetings, and travel arrangements.
- Accurate and timely preparation of reports and business documentation.
- Smooth day-to-day operation of office administration functions.
- Effective coordination of stakeholder communication and meetings.
- High levels of internal customer service and team support.
- Accurate record management and document control.
- Professional management of confidential information.

Additional information

- Prime CBD location with a modern waterfront office, offering a fantastic working
- Join a collaborative and supportive team with an excellent culture and a competi
- Work directly with the Managing Director, providing one-on-one mentorship and th

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📌 Executive Assistant and office coordinator (Queensland)
🏢 Niche Talent.
📍 Queensland