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 fast-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 conjunction with relevant project functions.

• Coordinate stationery, office supplies and other general office requirements.

• Assist with project team communications, notices and administrative updates.

• Coordinate project team events and functions as required.

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

Key Interfaces

The Executive Assistant / Project Coordinator will work closely with:

• Project Director;

• Project Manager;

• Project Leadership Team;

• Project Controls Manager and team;

• Commercial & Procurement team;

• HSEQ and Regulatory personnel;

• Document Control;

• Engineering and Technical Leads;

• Zenith corporate support functions;

• Client project personnel; and

• Project subcontractors and external stakeholders.

Qualifications & Experience

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

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

• Demonstrated experience supporting senior managers and multidisciplinary project teams.

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

• Experience maintaining project registers, trackers and governance information.

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

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

• Experience supporting government or highly regulated projects would be advantageous.

Skills & Attributes

• Highly organised with strong attention to detail.

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

• Strong written and verbal communication skills.

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

• Strong ability to prioritise and coordinate multiple activities and deadlines.

• Comfortable following up actions and commitments across a multidisciplinary team.

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

• Professional and discreet when handling confidential or sensitive information.

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

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