Vacancy Name

Executive Assistant and Purchasing Support

Vacancy No

VN474

Location

Adelaide Airport

Employment Type

FT - Full-time

Hours Per Week (Part Time Only)

Position Purpose The role provides high-level executive, governance and business administration support to the Executive General Manager Technology and Innovation and the Technology and Innovation business unit, while also coordinating purchasing, procure-to-pay and related financial administration for the business unit.

Key Accountabilities

Executive Support

- Provide high level administrative support to the Executive General Manager Technology & Innovation (EGM T&I;).
- Manage the EGM T&I; diary, priorities, routine correspondence and scheduling of internal and external meetings.
- Coordinate travel arrangements, itineraries, events and business-unit activities.
- Prepare and coordinate presentations, briefings and materials for business-unit and other meetings.
- Coordinate credit card expense entry and reconciliation.
- Assist with onboarding and offboarding T&I; employees and contractors.

Governance and Reporting Coordination

- Coordinate the compilation, review and timely submission of the T&I; monthly report.
- Coordinate Board and Executive papers to support quality, consistency and timely delivery, including tracking deadlines, consolidating inputs and managing submission requirements.
- Coordinate inputs, meetings, version control and documentation required to support the development, review and update of strategic and business plans.
- Maintain business unit actions, decisions, calendars and reporting schedules and follow up agreed deliverables.
- Coordinate information and responses required by internal stakeholders and corporate functions.

Business Unit and Financial Administration

- Support the T&I; senior leadership team in the annual budget cycle, including coordination of inputs, review and timely submission.
- Maintain expenditure trackers and support reporting against approved budgets,



escalating material variances to the appropriate manager.
- Provide general administrative guidance and support to T&I; team members where it relates to business unit processes.
- Coordinate purchase requisitions, purchase order creation, goods receipting and related procure-to-pay administration in accordance with approved processes.
- Check invoices against purchase orders, goods receipting records and contract terms to support timely and accurate payment, escalating discrepancies to the relevant manager.
- Support updates to current and future budgets.
- Maintain expenditure tracking and reporting against approved budgets.
- Provide finance administration guidance and support to T&I; team members.
- Support purchasing activities in accordance with approved delegations, procurement policies and financial controls, ensuring appropriate approvals are obtained before commitments are made.

Team and Stakeholder Support

- Contribute to a collaborative, can do mindset that supports a positive workplace culture.
- Build effective cross functional relationships throughout the business and with key external stakeholders.
- Embed customer service in attitudes and actions.
- Contribute to a safe, healthy and discrimination-free workplace.
- Comply with the WHS Responsibility Guidelines and Environmental Responsibility Procedure.
- Perform other duties reasonably directed by the EGM T&I;

Live the AAL values

- Accountability – Excellence starts with ownership
- Integrity – Do the right thing, even when no one’s around to see it
- Respect – Good humans make great workplaces
- Teamwork – Collaboration drives us Celebration unites us




- Customer Focused – Think customer. Always!

Qualifications/Skills/Experience

- Relevant skilled qualifications will be highly regarded.
- Relevant experience in executive assistance, business administration, purchasing/procure-to-pay, finance administration, contract administration or a comparable commercial support role, preferably supporting a senior leader or business unit.
- Demonstrated ability to handle confidential and commercially sensitive information, exercise sound judgement and discretion, and manage competing priorities in support of a senior executive or leadership team.
- Demonstrated experience coordinating procure-to-pay activities, including purchase requisitions, purchase orders, invoice verification, goods receipting, approval workflows and discrepancy resolution.
- Strong attention to detail and a demonstrated record of accurately completing financial, purchasing or commercially sensitive transactions in accordance with approved processes and controls.
- Experience maintaining registers, trackers, reporting schedules, action logs and structured records to support business-unit reporting, governance and follow-up.
- Proficiency with Microsoft Word, Excel, Outlook and other business productivity tools, with the ability to use or quickly learn finance, procurement, document management and contract-management systems.
- Experience coordinating executive, Board, committee or senior leadership papers, reports, presentations or briefing materials, including consolidating inputs, tracking deadlines and managing version control.
- Experience supporting budget coordination, expenditure tracking, variance monitoring or financial reporting within a business unit or corporate support environment.
- Experience liaising with internal stakeholders, corporate functions and external suppliers to coordinate information, resolve administrative issues and support timely business outcomes.

Applications Close Date

📌 Executive Assistant and Purchasing Support (Adelaide Airport)
🏢 Adelaide Airport
📍 Adelaide Airport