Executive Assistant

Location: Perth, Western Australia

Project: Decommissioning Project

Reporting to: Project Director / Project Manager

Employment Type: Fixed Term / Contract

Position Overview

Zenith Energy Australia is seeking an experienced Executive Assistant / Project Coordinator to provide high-level administrative and coordination support to the Project Leadership Team delivering an important Decommissioning Program.

The role will provide executive support to the project leadership team while coordinating the day-to-day administrative, governance, meeting and office activities required for the effective operation of the project.

This is a hands-on project role suited to an organised, proactive individual who is comfortable working within a rapid-paced engineering and project delivery environment and coordinating across senior management, technical and functional teams, subcontractors and external stakeholders.

Key Responsibilities

Executive & Leadership Support

- Provide high-level administrative support to the Project Director, Project Manager and wider Project Leadership Team.

- Coordinate diaries, meetings, appointments and project leadership activities.

- Coordinate internal and external meetings, including meetings with the Commonwealth, subcontractors and other project stakeholders.

- Prepare and coordinate meeting agendas, briefing materials, presentations and meeting packs.

- Support the preparation, formatting and coordination of project correspondence, reports, presentations and briefing notes.

- Coordinate leadership and project-related travel, accommodation and associated arrangements where required.

- Assist the Project Leadership Team in managing competing priorities, commitments and project deadlines.

- Handle confidential and commercially sensitive information with appropriate discretion.

Project Administration & Secretariat

- Provide secretariat support for Project Leadership Team and other key project meetings.

- Establish and maintain the project meeting calendar and recurring meeting cadence.

- Coordinate meeting agendas and inputs from relevant project personnel.

- Record meeting minutes, decisions, actions and agreed outcomes.

- Maintain project action and decision registers and proactively follow up responsible personnel to support timely close-out.

- Coordinate project workshops, reviews, planning sessions and other project activities.

- Assist with the coordination and collation of weekly,



monthly and other periodic project reporting inputs.

- Maintain project contact lists, distribution groups, organisation charts and key personnel information.

- Support the Project Manager and leadership team with general project coordination and administrative requirements.

- Assist in coordinating onboarding and offboarding activities for project personnel.

Project Governance & Reporting Support

- Provide administrative support to the project's governance and management processes.

- Maintain and coordinate key project governance calendars, meeting schedules, reporting cycles and administrative deadlines.

- Support the administration and maintenance of project registers including, as applicable:
- action registers;

- decision registers;

- project correspondence registers;

- deliverables and commitments registers;

- lessons learned registers; and
- governance and management action trackers.

- Support the Project Manager and functional leads in monitoring outstanding actions, commitments and required responses.

- Coordinate and collate inputs from project functions for management reports, leadership reviews and stakeholder meetings.

- Assist in maintaining project organisation charts, governance structures, responsibility matrices and associated project management information.

- Support preparation and administration of project assurance reviews, audits and governance meetings.

- Assist with maintaining appropriate project records and supporting evidence for key decisions, approvals and project activities.

- Work closely with Project Controls, Commercial, HSEQ and other functional teams to ensure project administrative information is appropriately coordinated and maintained.

Project Office & Team Coordination

- Working along side the Office Manager support the effective day-to-day operation of the project office.

- Maintain project office contact and emergency information in conjunction with relevant project functions.
- Coordinate stationery, office supplies and other general office requirements.

- Assist with project team communications,



notices and administrative updates.

- Coordinate project team events and functions as required.

- Liaise with Zenith corporate support functions to resolve project office and administrative requirements.

Key Interfaces

The Executive Assistant / Project Coordinator will work closely with:
- Project Director;

- Project Manager;

- Project Leadership Team;

- Project Controls Manager and team;

- Commercial & Procurement team;

- HSEQ and Regulatory personnel;

- Document Control;

- Engineering and Technical Leads;

- Zenith corporate support functions;

- Client project personnel; and

- Project subcontractors and external stakeholders.

Qualifications & Experience

- Previous experience as an Executive Assistant, Project Administrator, Project Coordinator or similar role within a project-based environment.

- Experience within oil & gas, energy, engineering, construction, resources, infrastructure or another major-project environment is highly desirable.

- Demonstrated experience supporting senior managers and multidisciplinary project teams.

- Strong experience coordinating meetings, agendas, minutes, actions and project administration.

- Experience maintaining project registers, trackers and governance information.

- Strong Microsoft Office skills, particularly Outlook, Word, Excel, PowerPoint and Teams.

- Experience working with document management or project management systems would be advantageous.

- Experience supporting government or highly regulated projects would be advantageous.

Skills & Attributes

- Highly organised with strong attention to detail.

- Proactive and able to anticipate the requirements of senior project personnel.

- Strong written and verbal communication skills.

- Able to confidently engage with senior management, technical personnel and external stakeholders.

- Strong ability to prioritise and coordinate multiple activities and deadlines.

- Comfortable following up actions and commitments across a multidisciplinary team.

- Able to work independently while operating effectively as part of an integrated project team.

- Professional and discreet when handling confidential or sensitive information.

- Strong sense of ownership and willingness to take responsibility for ensuring administrative activities are completed.

- Practical, adaptable and comfortable working within a dynamic project setting.

📌 Executive Assistant (Australia)
🏢 Zenith Energy
📍 Australia