Job Description

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 efficient day-to-day operation of the project office.

- Maintain project office contact and emergency information in c

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