Executive Assistant - EGM Airports

Airport Development Group (ADG) owns and manages diverse infrastructure assets across the Northern Territory including airports, hotels, aviation, and commercial buildings. Investing, developing, and managing long term infrastructure to grow the Territory and Northern Australia.

We're seeking an enthusiastic administrator extraordinaire to provide high-level efficient administrative and confidential support to our Executive General Manager of Airport Operations in Darwin. This is a fantastic opportunity to apply your professional organisational abilities and passion for helping leaders succeed. This role is accountable for high level for the Executive General Manager Airport Operations in Darwin. 

You will coordinate preparation of papers and presentations for major meetings such as the monthly Business Reviews, bi-monthly Board Meetings, quarterly RAAC Meetings, and twice-yearly Management Strategic sessions.

Along with coordination of EGM’s and Department Heads travel you will also be responsible in organising meetings, maintaining diaries and preparing expense reconciliations, travel arrangements, and reports. You will also provide administrative support, records maintenance, and other secretarial duties and assist the Office Manager with office management functions as required.

Further responsibilities include:

• Draft correspondence, presentations, and speech notes.
• Coordinate and arrange Airport Operations team meetings with agendas and action items as required.
• Process invoices for EGM in Tech One fortnightly to ensure timely payment to suppliers.
• Reconcile Credit Card and Expense claims for EGM Airports accurately and timely.
• Assist in the preparation and processing of Purchase Orders in Tech One.
• Coordinate all Airport Operations team subscriptions, including payment of annual fees and renewals.
• Ensure statutory and regulatory compliance.
• Provide additional assistance to Heads of Departments within the Operations team.
• Liaise with facilities management to organise any repairs and maintenance for the Terminal Control Centre offices.
• Coordinate special projects as delegated by the EGM Airports.
• Assist the EA CEO with company events and stakeholder functions, such as the staff and children’s Christmas party.

To be successful, you will have:

• Minimum 3-5 years’ experience in a senior-level corporate Executive Assistance role.
• Effective diary management for executives.
• Superior organisational skills, calm under pressure, and the ability to manage competing priorities and work to tight deadlines.
• Advanced proficiency with Microsoft Suite.
• Highly developed oral and written communication skills.
• Demonstrated discretion in dealing with confidential and sensitive material.
• Ability to work with minimum supervision and meet deadlines.
• Professional presentation, friendly disposition, and effective communication with staff and clients.
• Eligibility to hold an Aviation Security Identification Card and pass an Australian Federal Police Check.

Desirable:

• Experience in Aviation or a similar fast-paced operations environment.
• Driver’s licence.
• Experience with SharePoint.

Based in tropical Darwin in the Northern Territory, ADG is a collaborative, challenging and exciting place to work with an evolving portfolio. If you enjoy a challenge and want your EA experience to soar to new heights we’d love to hear from you.

 ADG offers a competitive salary with a range of benefits including:

• Professional, diverse and modern workspace
• Employee Health & Wellbeing initiatives including a living well rebate
• Free shaded car parking facilities
• Hotel, Restaurant and Retail employee discounts
• Flexible working options
• Additional 5 days bonus leave
• Employee events, awards and recognition initiatives

Closing date for this position is 17 January 2025

Note: Screening may commence prior to closing date.