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 skilled
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 flexible. 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