Job Description

Job Description Executive Assistantn

Location: Perth, Western Australia
Project: Decommissioning Project
Reporting to: Project Director / Project Manager
Employment Type: Fixed Term / Contract

Position Overviewn

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.

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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.

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

Key Responsibilities Executive & Leadership Supportn

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

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Coordinate diaries, meetings, appointments and project leadership activities.

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

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

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

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

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

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Handle confidential and commercially sensitive information with appropriate discretion.

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Project Administration & Secretariatn n
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Provide secretariat support for Project Leadership Team and other key project meetings.

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

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Coordinate meeting agendas and inputs from relevant project personnel.

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Record meeting minutes, decisions, actions and agreed outcomes.

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

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

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Assist with the coordination and collation of weekly,



monthly and other periodic project reporting inputs.

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

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

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Assist in coordinating onboarding and offboarding activities for project personnel.

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Project Governance & Reporting Supportn n
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Provide administrative support to the project's governance and management processes.

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

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

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action registers;

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decision registers;

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project correspondence registers;

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deliverables and commitments registers;

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lessons learned registers; and

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governance and management action trackers.

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

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

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

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

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

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

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Project Office & Team Coordinationn n
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Working along side the Office Manager support the efficient day-to-day operation of the project office.

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

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Assist with project team communications, notices and administrative updates.

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Coordinate project team events and functions as required.

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

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Key Interfacesn

The Executive Assistant / Project Coordinator will work closely with:

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Project Director;

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Project Manager;

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Project Leadership Team;

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Project Controls Manager and team;

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Commercial & Procurement team;

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HSEQ and Regulatory personnel;

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Document Control;

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Engineering and Technical Leads;

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Zenith corporate support functions;

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Client project personnel; and

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Project subcontractors and external stakeholders.

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

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

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Demonstrated experience supporting senior managers and multidisciplinary project teams.

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

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Experience maintaining project registers, trackers and governance information.

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

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

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Experience supporting government or highly regulated projects would be advantageous.

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Skills & Attributesn n
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Highly organised with strong attention to detail.

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

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Strong written and verbal communication skills.

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

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Strong ability to prioritise and coordinate multiple activities and deadlines.

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Comfortable following up actions and commitments across a multidisciplinary team.

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

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Professional and discreet when handling confidential or sensitive information.

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

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Practical, adaptable and comfortable working within a dynamic project environment.

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📌 Executive Assistant (Perth)
🏢 Zenith Energy Australia
📍 Perth