Job Description
Job Details: Executive Assistant and Purchasing Support
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Full details of the job.
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Vacancy Name
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Vacancy Name Executive Assistant and Purchasing Support
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Vacancy No
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Vacancy No VN474
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Location
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Employment Type
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Employment Type FT - Full-time
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Hours Per Week (Part Time Only)
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Position Purpose
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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.
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Key Accountabilities
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Executive Support
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Provide high level administrative support to the Executive General Manager Technology & Innovation (EGM T&I;).
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Manage the EGM T&I; diary, priorities, routine correspondence and scheduling of internal and external meetings.
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Coordinate travel arrangements, itineraries, events and business-unit activities.
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Prepare and coordinate presentations, briefings and materials for business-unit and other meetings.
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Coordinate credit card expense entry and reconciliation.
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Assist with onboarding and offboarding T&I; employees and contractors.
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Governance and Reporting Coordination
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Coordinate the compilation, review and timely submission of the T&I; monthly report.
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Coordinate Board and Executive papers to support quality, consistency and timely delivery, including tracking deadlines, consolidating inputs and managing submission requirements.
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Coordinate inputs, meetings, version control and documentation required to support the development, review and update of strategic and business plans.
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Maintain business unit actions, decisions, calendars and reporting schedules and follow up agreed deliverables.
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Coordinate information and responses required by internal stakeholders and corporate functions.
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Business Unit and Financial Administration
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Support the T&I; senior leadership team in the annual budget cycle, including coordination of inputs, review and timely submission.




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Maintain expenditure trackers and support reporting against approved budgets, escalating material variances to the appropriate manager.
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Provide general administrative guidance and support to T&I; team members where it relates to business unit processes.
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Coordinate purchase requisitions, purchase order creation, goods receipting and related procure-to-pay administration in accordance with approved processes.
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Check invoices against purchase orders, goods receipting records and contract terms to support timely and accurate payment, escalating discrepancies to the relevant manager.
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Support updates to current and future budgets.
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Maintain expenditure tracking and reporting against approved budgets.
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Provide finance administration guidance and support to T&I; team members.
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Support purchasing activities in accordance with approved delegations, procurement policies and financial controls, ensuring appropriate approvals are obtained before commitments are made.
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Team and Stakeholder Support
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Contribute to a collaborative, can do mindset that supports a positive workplace culture.
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Build effective cross functional relationships throughout the business and with key external stakeholders.
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Embed customer service in attitudes and actions.
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Contribute to a safe, healthy and discrimination-free workplace.
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Comply with the WHS Responsibility Guidelines and Environmental Responsibility Procedure.
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Perform other duties reasonably directed by the EGM T& I
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Live the AAL values
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Accountability – Excellence starts with ownership
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Integrity – Do the right thing, even when no one's around to see it
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Respect – Good humans make excellent workplaces




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Teamwork – Collaboration drives us Celebration unites us
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Customer Focused – Think customer. Always!
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Qualifications/Skills/Experience
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Relevant professional qualifications will be highly regarded.
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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.
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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.
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Demonstrated experience coordinating procure-to-pay activities, including purchase requisitions, purchase orders, invoice verification, goods receipting, approval workflows and discrepancy resolution.
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Strong attention to detail and a demonstrated record of accurately completing financial, purchasing or commercially sensitive transactions in accordance with approved processes and controls.
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Experience maintaining registers, trackers, reporting schedules, action logs and structured records to support business-unit reporting, governance and follow-up.
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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.
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Experience coordinating executive, Board, committee or senior leadership papers, reports, presentations or briefing materials, including consolidating inputs, tracking deadlines and managing version control.
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Experience supporting budget coordination, expenditure tracking, variance monitoring or financial reporting within a business unit or corporate support environment.
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Experience liaising with internal stakeholders, corporate functions and external suppliers to coordinate information, resolve administrative issues and support timely business outcomes.
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📌 Executive Assistant And Purchasing Support (South Australia)
🏢 Adelaide Airport
📍 South Australia