Executive Assistant and office coordinator

_{30th July, 2026}

Position Summary

The Executive Assistant & Office Coordinator provides high-level administrative and organisational support to the Managing Director | Construction while ensuring the smooth day-to-day operation of the office environment.

This role serves as a central point of coordination across the business, managing executive schedules, meetings, communications, reporting, office administration, and stakeholder interactions. The position requires a highly organised, proactive, and professional individual who can manage competing priorities, maintain confidentiality, and deliver exceptional support to leadership and the broader team.
  
1.Executive Support

· Provide comprehensive executive support to the Managing Director | Construction.
· Manage calendars, appointments, meetings, and travel arrangements.
· Coordinate and prioritise correspondence, emails, and communications.
· Prepare presentations, reports, meeting packs, and business documentation.
· Screen and manage incoming requests and enquiries.
· Assist with confidential business matters and sensitive information.

2. Meeting & Communication Coordination

· Coordinate internal and external meetings, including scheduling, agendas, and
logistics.
· Prepare meeting minutes and maintain action registers. · Monitor and follow up outstanding actions and commitments. · Facilitate communication between leadership, employees, clients, and external stakeholders. · Support company events, workshops, and team functions.

3. Office Administration & Coordination · Oversee the day-to-day operation of the Brisbane office. · Coordinate office supplies, facilities, equipment, and service providers. · Maintain office systems, filing structures, and administrative processes. · Act as the primary contact for office-related enquiries and support. · Ensure a professional and welcoming office environment.

4. Reporting & Document Management · Assist in the preparation and distribution of reports and business documentation. · Maintain accurate records, databases, and filing systems. · Support document control processes and information management requirements. · Ensure business information is organised, secure, and easily accessible. · Coordinate the collection and consolidation of information for reporting purposes.

5. Team & Employee Support · Assist with onboarding and induction coordination for new employees. · Support employee engagement initiatives and team events. · Coordinate training bookings and administrative requirements. · Provide general administrative assistance to the broader Construction team. · Support leaders with ad hoc administrative and project coordination activities.

6. Stakeholder Management · Build positive relationships with internal and external stakeholders. · Act as a professional representative of the Construction team. · Liaise with clients, consultants, suppliers, and service providers as required. · Ensure enquiries and requests are managed promptly and professionally.

7. Governance & Confidentiality · Maintain strict confidentiality regarding business information. · Ensure administrative processes align with company policies and procedures. · Support governance, compliance, and record-keeping requirements. · Uphold professional standards in all interactions and communications.

The Executive Assistant & Office Coordinator will be responsible for delivering: · Efficient and professional executive support to the Managing Director. · Well-organised calendars, meetings, and travel arrangements. · Accurate and timely preparation of reports and business documentation. · Smooth day-to-day operation of office administration functions. · Effective coordination of stakeholder communications and meetings. · High levels of internal customer service and team support. · Accurate record management and document control. · Professional management of confidential information.

If you are interested in this role, please directly apply with your CV to mimi@nichetalent.com.au