Executive Assistant

 

Our People & Places Solutions business – reinforces our drive to improve the lives of people everywhere and epitomizes the "why" of what we do – the tremendous positive impact and value our solutions bring to our communities and society as a whole. From facilities delivering life-saving therapies and ensuring clean water to enabling the connection of people through all modes of transportation and providing access to technology – we're integrating a multitude of these solution elements to build the smart environments of tomorrow.

Start your Jacobs career with a company that inspires and empowers you to deliver your best work so you can evolve, grow and succeed – today and into tomorrow.

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Your Impact:

Our Built Environment practice has a global footprint with more than 5,000 professionals contributing to +$1.5B in revenue. Our Architectural, Interior and Building System solutions supports all aspects of specialty consulting to include asset management, economics, business development and scientific advancement for our government, commercial, institutional and industrial clients, across diverse markets and services.

We are currently seeking an experienced Executive Assistant to support senior leadership, providing high-level general and administrative support, reporting to the Director of Operations. In this role, you will play a critical role in ensuring the smooth operation of the team and supporting their day-to-day activities.

Key Responsibilities:

• Proactively manage the email inbox and calendar of the Director of Operations, alerting them to any outstanding actions and approvals that require attention.
• Prepare reports, presentations, internal memos, and notes, ensuring accuracy and professionalism.
• Maintain a filing system, including handling commercially sensitive and confidential information with utmost discretion.
• Handle expense claims and travel bookings, ensuring timely and accurate processing.
• Maintain up-to-date organisational charts, seating plans, distribution lists, training lists, and competency assessments.
• Organize key events, both internal and external, including client events, meetings, and workshops, and assist with meeting agendas and minutes.
• Assist in meeting preparations, including liaising with clients, ensuring meeting rooms are set up and clean, and providing necessary refreshments.
• Support the delivery of high-quality services to clients, including preparing tender documents, CVs, and other proposal work as needed.
• Contribute to sales and marketing activities as required.
• Collaborate and support other executive assistants and support staff when needed.
• Coordinate the onboarding process for new starters and assist with HR-related matters.
• Manage invoices, expense claims, purchase orders, and follow up on overdue invoices with relevant parties.

Here’s What You’ll Need:

• Proven experience as an Executive Assistant or similar, preferably within the engineering industry or a related field.
• Ability to maintain strict confidentiality and handle sensitive information with discretion.
• Proactive and self-motivated, demonstrating initiative and a flexible work ethos.
• Strong prioritisation skills and the ability to work effectively under pressure and meet deadlines.
• Exceptional attention to detail, ensuring high-quality and accurate reports, emails, presentations, and other documentation.
• Collaborative team player who can work effectively both independently and with others.
• Excellent interpersonal skills, with the ability to liaise and communicate effectively with individuals at all levels of the organization.
• Ability to build effective internal networks and establish productive working relationships.

Jacobs. A world where you can.

At Jacobs, we support your personal life and career journeys. From our inclusive employee networks to our positive mental health champions, we're committed to driving a culture of caring where you can be you. With safety and flexibility always top of mind, we've gone beyond traditional ways of working to help you uncover a working arrangement that delivers the flexibility, tools and space to maximise your potential.

We're the 2023 winners of the Consult Australia People First Award for our suite of employee benefits that support all our employees in all stages of their personal and professional lives.

For the 6th consecutive year, we've been named an Employer of Choice for Gender Equality by the Workplace Gender Equality Agency (Australia). In New Zealand, we're a founding member of The Diversity Agenda and are committed to making our industry more inclusive and diverse. In Australia, our Reconciliation journey continues to be a considerable focus across all levels of the Jacobs community as we progress our Innovate level Reconciliation Action Plan (RAP).

Our Bronze Employer status in the Australian Workplace Equality Index for LGBTI+ inclusion recognises our progress in creating an environment where our Jacobs employees can bring their whole selves to work.

We aim to embed inclusion and diversity in everything we do. We know that if we're inclusive, we're more connected, and if diverse, we're more creative. We accept people for who they are, regardless of age, disability, gender identity, marital status, mental health, race, faith or belief, sexual orientation, socioeconomic background, and whether you're pregnant or on family leave. This is reflected in our eight global Jacobs employee networks centred on driving inclusion and diversity – ACE, Careers, Enlace, Harambee, OneWorld, Prism, Vetnet, and our Women’s Network – find out more about our Jacobs Employee Networks here.

No matter what drives you, you'll discover a way to cultivate, nurture and achieve your goals – all at a single global company.

We're an equal opportunity employer and encourage candidates of diverse backgrounds to apply. Aboriginal and Torres Strait Islander peoples are strongly encouraged to apply. Jacobs aims to provide cultural safety at our interviews. Aboriginal and Torres Strait Islander people are invited to nominate a cultural representative to participate on the interview panel; please let your recruiter know in your application.

Accessibility

Please contact the team if you require support or reasonable adjustments regarding our recruitment process (for example, you need the application form in a different format).

Don't meet every single requirement? Studies have shown that women and people from marginalised or underrepresented backgrounds are less likely to apply for jobs unless they meet every qualification. At Jacobs, we're dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your experience doesn't align with every requirement in the job description, we encourage you to apply anyway. You may be the right candidate for this or other roles.

Please note: If you are being represented by a recruitment agency you will not be considered, to be considered you will need to apply directly to Jacobs.

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