About this opportunity

Yarra Trams requires an Executive Assistant provide to comprehensive administrative support to several nominated executives. Reporting to the Chief Engineering Officer this role will:

• Organise and manage comprehensive diaries and proactively predict when schedules are likely to change and making adjustments where necessary.
• Oversee and coordinate meeting and conference preparations, including preparing agendas and follow up actions.
• Coordinate and book venues, meeting and conference equipment, attendance lists, name tags and refreshments where required, including VIP visitor events.
• Organise travel arrangements, accommodation and itineraries.
• Prompt and professional handling of executives’ emails, phone messages and queries.
• Proactively conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Prepare expense claims on a weekly / monthly basis and raise corporate and functional purchase orders and process invoices.
• Prepare and revise documents including but not limited to presentations, emails, letters, reports, agendas, minutes and papers.
• Maintain filing systems, controls and processes as appropriate.
• Oversee adhoc Project Management of minor projects.
• Provide backfill support coverage for leave of other Executive Assistants.
• Contributes to team effort by accomplishing related results as needed.

About you

Ideally you will have:

• At least 7 years’ experience as an executive assistant, supporting multiple positions
• Experience in diary and correspondence management
• Experience in event management or coordination
• Experience in project management, delivering to a deadline
• High school certificate, or executive assistant related qualification. 

• Microsoft office suite (Outlook, Word, Powerpoint and Excel), financial management software
• Exceptional written and verbal communication skills
• Advanced in the use of Microsoft Office suites (particularly Word and PowerPoint)
• Excellent attention to detail, high level of accuracy and ability to multi-task
• Ability to think ahead, and proactively make decisions on behalf of their Executive
• Strong problem solving skills and ability to use own initiative
• Flexible and positive attitude with the ability to work well with people across all levels of the organisation. 
• Maintain confidentiality and proper control of files and company documentation.

Applications close: 24 July 2025