Executive Assistant

Title:

Executive Assistant

Executive Assistant

Adelaide, SA | Reporting to: Director, Commercial & Sales + Senior Director, Defence, Maritime & Buildings

We are seeking an experienced Executive Assistant to provide high-level executive, administrative and coordination support across our Commercial and Defence leadership portfolio. This role is essential in enabling effective leadership, supporting commercial processes, and ensuring smooth operational delivery.

Key Responsibilities:

• Manage complex calendars, priorities and scheduling for both executives.

• Prepare agendas, minutes and action tracking for leadership, commercial and sector meetings.

• Draft, edit and prepare correspondence, reports, presentations and briefing materials.

• Maintain confidentiality across commercial, personnel and strategic matters.

• Anticipate executive needs and proactively remove administrative bottlenecks.

• Support contract administration tasks, commercial governance workflows and approval processes.

• Assist with commercial briefings, proposal documentation, capability statements and client-ready presentations.

• Track commercial actions, risks, deadlines and decision points across bids, contracts and business reviews.

• Coordinate with procurement, legal, finance and project teams to support commercial operations.

• Coordinate sector meetings, client engagement planning and industry event logistics.

• Support CRM entries, pipeline updates, reporting and market insights.

• Coordinate internal communications, sector updates and strategic growth materials.

• Manage document libraries, shared project folders and version control.

• Oversee administrative systems including filing, document control, travel planning and expense management.

• Identify opportunities to streamline processes and improve consistency across commercial and sector functions.

• Support onboarding and induction activities related to commercial or sector initiatives.

• Act as a professional liaison point for internal leaders, clients, industry partners and external stakeholders.

• Facilitate smooth information flow between executives, project teams, corporate functions and market sectors.

What You’ll Bring:

• Strong experience supporting senior executives, ideally within Defence, engineering or professional services.

• Familiarity with commercial processes including bids, contracts and procurement workflows.

• Excellent written and verbal communication skills with high attention to detail.

• Ability to manage confidential information with discretion.

• Strong organisational capability and a proactive, solutions-focused mindset.

• Proficiency in MS Office, Teams, CRM tools and document management systems.

• Australian Permanent Residency or Citizenship (Preferred for Defence related projects).

Why Join Us?

Help shape tomorrow by applying today!

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