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We're Hiring!

Executive Assistant to Chief Operating Officer

  • 595072
  • Sydney, NSW, Australia
  • Full Time - Permanent
    • Perfect for someone local to Northern Beaches area
    • For the right candidate, flexibility around hours and working from home options available.
    • $85k plus super

    About the business

    Who is Keolis Downer?

    We are Australia's largest private provider of multi-modal public transport. Our operations combine world leading expertise and deep local knowledge combining the experience of French public transport company Keolis, and one of Australia and New Zealand's leading engineering and infrastructure management firms, Downer.

    Keolis Downer employs over 4,000 staff and is headquartered in Sydney. We provide transport services to people across Australia, including Melbourne, Gold Coast, Brisbane, Sydney, Newcastle, Perth, Adelaide and regional South Australia.

    About the role

    The primary purpose of this role is to provide effective and efficient administrative and business support to the Chief Operating Officer (COO), and the Senior Executive team. As a representative for each of these roles, the Executive Assistant must create and maintain effective and agreeable relationships with all internal and external stakeholders.

    Position Responsibilities:

    • To represent the company in a professional manner when liaising with external or internal people both over the phone or in person;
    • To provide effective and proactive assistance to the Chief Operating Officer, and when required, the Senior Executive team;
    • Planning and organising appointments, compilation of reports, email, screening of telephone calls, organising meetings, visitors and general day-to-day support where required;
    • Ensure that contact with outside parties is handled in an efficient and professional manner;
    • Arranging appointments and maintaining diary and electronic calendar schedules for all the Senior Executive team;
    • Filing and general administration;
    • Management of telecommunications and travel portals (CTM);
    • Communicating effectively with suppliers and internal stakeholders;
    • Maintain high level of confidentiality at all times;
    • This role will also be responsible for management of the Document Control in the company directory and all Office Management requirements;
    • Support the preparation of the Monthly Board Pack and prepare the Executive Summary of the Monthly Board Report;
    • Maintenance of the COO business contacts;
    • Respond to requests for and on behalf of the COO as required;
    • Coordinate domestic and international travel arrangements for the COO and numerous other staff in the Bus division;
    • Coordinate internal meetings including minute taking, distribution of minutes and agendas for the Executive Meeting and Management Meeting;
    • Coordinate all administrative arrangements for all meetings including catering and setup;
    • Coordinate key stakeholder functions and events on behalf of the COO, and Executive Team;
    • Reconcile monthly credit card expenses for the COO;
    • Coordinate staff social functions and events;
    • Ensure the office is always clean and presentable;
    • Manage stationery orders for the office;
    • General Administration support including management of forms and templates within businesses ensuring consistency;
    • Organise refreshments for meetings and visitors as required; and
    • Manage relationships and accounts with main suppliers as instructed by management.

    Skills and Experience:

    • Extensive experience supporting a team of executives and coordinating business functions to ensure delivery of accurate service information to team members;
    • Strong organisational skills with ability to manage multiple tasks at same time;
    • Excellent attention to detail is a must;
    • Excellent communication and interpersonal skills;
    • Ability to work autonomously, operation on own initiative and within a team environment displaying a passion to assist others;
    • Proficient in Microsoft Office suite and general computer skills;
    • Flexible and positive attitude to change with an energetic “can do” attitude;
    • Ability to analyse and problem solve while being able to work under pressure and meet deadlines; and
    • Ability to interface effectively and professionally with people at all levels. 

    Keolis Downer is an equal opportunity employer that promotes diversity and inclusion. We are committed to equal employment opportunities and encourage all people to apply regardless of background, experience, identity, ability or thinking style. We consider applicants with criminal histories in line with position requirements, each application will be considered on its merits. We encourage candidates who require any accessibility support or any reasonable adjustments during the application process or on the job to let our recruitment team know so reasonable adjustments can be accommodated.

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