We’re looking for a highly organised, proactive and AI-savvy Junior Executive & Operations Assistant to support our Executive Business Partner while also providing administrative and coordination support across senior leadership, operations and special projects.

This is a varied, hands‑on role for someone early in their career who enjoys organization, problem-solving and getting things done.

No two days will necessarily look the same. You might be coordinating contractors and suppliers, researching products, arranging travel, updating project trackers, assisting with an event, following up invoices, preparing information for a senior team member or using AI to turn a discussion into an organized action plan.

You’ll work closely with the Executive Business Partner Day to day, while also supporting senior team members across projects and operational activities as required.

You don't need years of experience. We're much more interested in initiative, organization, digital confidence and follow-through.

Most importantly, we're looking for someone who takes ownership. When something is handed to you, you follow it through to completion rather than waiting to be reminded.

Key Responsibilities

Executive & Administrative Support

- Provide day-to-day administrative support to the Executive Business Partner and senior team members
- Prepare and organize documents, correspondence and information
- Research suppliers, products, services and options
- Make restaurant, accommodation and other reservations
- Maintain organized digital records and documentation
- Assist with ad hoc administrative and coordination requirements
- Help senior team members stay across priorities, actions and outstanding items

Project & Special Projects Coordination





- Maintaining project and action trackers
- Following up contractors, trades, consultants and suppliers
- Obtaining and comparing quotes
- Researching products, materials, suppliers and potential solutions
- Coordinating site visits, appointments, deliveries and installations
- Confirming upcoming works and appointments
- Following up outstanding works, actions and documentation
- Identifying delays or outstanding items and escalating them when necessary
- Helping ensure agreed actions are followed through to completion

Events & Functions

- Assist with internal, corporate and private events and functions
- Assist with catering, gifts and event requirements

AI & Digital Capability

- Research and compare options
- Summarize information
- Build checklists and trackers
- Compare quotes and supplier information
- Improve repetitive administrative processes

About You

- Highly organized
- AI-savvy and digitally confident
- Proactive and resourceful
- Reliable and accountable
- Comfortable taking ownership of tasks
- Confident following people up
- Friendly and professional
- Comfortable dealing with executives, suppliers, contractors and different personalities
- Able to juggle multiple priorities
- Comfortable working in a fast-moving environment
- Discreet with sensitive and confidential information
- Willing to learn and take on greater responsibility over time

Experience

We're deliberately keeping this adaptable. You may currently be working in:

- Administration/Reception
- Junior executive support
- Property administration
- Construction administration
- Project administration
- Hospitality
- Office coordination

Around 1–2 years of relevant experience would be beneficial but isn't essential for an exceptional candidate.

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📌 Junior Executive & Operations Assistant (Melbourne)
🏢 A.H Somaia
📍 Melbourne