Executive Assistant to the Managing Director – Whale Logistics Australia

About Whale Logistics

Whale Logistics is one of Australia’s most respected and award‑winning freight forwarding businesses, known for making global logistics simple, transparent, and valuable for clients. We combine industry‑leading technology with a people‑first culture built on Integrity, Teamwork, Innovation and Excellence.

With offices in Sydney and Melbourne and a global network of 200+ partner agents, Whale Logistics delivers best‑in‑class service across ocean freight, air freight, customs, transport, and supply chain technology.

Our Managing Director is a hands‑on, growth‑focused leader who values proactive support, clear communication, and strong organisational capability. We are now seeking a high‑calibre Executive Assistant to partner with him and help drive the next phase of Whale’s growth.

The Role

This is a business‑focused EA position, supporting the Managing Director across operations, planning, communication, and organisational effectiveness. You will be the MD’s right hand — ensuring priorities are executed, information flows smoothly, and the business continues to operate with precision and pace.

This role is 100% in‑office and requires someone who thrives in a dynamic, fast‑moving workplace.

Key Responsibilities

- Provide high‑level executive support to the Managing Director
- Manage calendars, priorities, deadlines, and workflow across the business
- Coordinate internal and external meetings, presentations, and communications
- Act as a trusted liaison between the MD and staff, clients, and partners
- Prepare reports, briefing notes, and follow‑up actions
- Support business operations, people initiatives, and organisational planning
- Uphold confidentiality, professionalism, and strong judgement at all times
- Assist with HR‑related tasks (onboarding, documentation, coordination)
- Contribute to continuous improvement and operational efficiency





About You You are a confident, capable EA who brings structure, clarity, and calm to a busy executive’s world. You’re tech‑savvy, people‑oriented, and comfortable being the person who keeps everything moving.

Essential Attributes

- Strong EA capabilities — organised, proactive, and detail‑driven
- Tech savvy — comfortable with modern systems, tools, and workflow technology
- Strong people skills — approachable, professional, and relationship‑focused
- Business support mindset — this is not a personal assistant role
- Excellent planning & organising skills — able to manage competing priorities
- Great communicator — confident on the phone and in person
- Able to say “no” — assertive, composed, and able to protect the MD’s time
- Comfortable in a changing environment — adaptable and solutions‑focused
- Freight forwarding or logistics experience advantageous
- HR experience helpful (not essential)

Why Join Whale Logistics?

- Work directly with a highly respected Managing Director and leadership team
- Be part of a dynamic, award‑winning logistics business with a strong culture
- Join a team known for great people, great attitudes, and flexible thinking
- Contribute to a company that invests heavily in technology, innovation, and customer experience
- Enjoy stability, growth, and a role where your impact is visible

Ready to Apply? If you’re a confident, capable EA who thrives in a fast‑paced business environment and wants to support a high‑performing Managing Director, we’d love to hear from you. You should attach a single-page application letter detailing your compliance with the set criteria and salary expectations addressed to Michelle Thompson at [email protected], along with your resume. Your cover letter should be in Word or pdf format.

Please also ensure you have listed at least 2 contactable referees on your resume.

Please Note:Due to receiving a high volume of applications, only those short-listed will be contacted. Only Australian residents are eligible to apply for the position

📌 Executive Assistant to the Managing Director (Caringbah)
🏢 Power Marketing u0026 Business Development Solutions
📍 Caringbah