Executive Assistant

At John Holland, our purpose is simple – we transform lives with everything we do. 

We’ve always known that infrastructure is about people — our customers, our employees, and the communities in which we work every day.

That’s our difference. Deep experience and capability with a genuine care about creating better lives for people along the way.

Be part of the team that’s up for the challenge of transforming lives for good.

We are currently seeking a seasoned professional to join our People team in the role of Executive Assistant to Chief People Officer.   

Based out of John Holland’s Pyrmont office, you will manage the day-to-day activities of the Chief People Officer (CPO) and lead the corporate administrative management and support for the People function.  

• Manage the day-to-day activities of the CPO
• Oversee and coordinate CPO’s diary, which will include scheduling and calendar planning
• Through developing a strong understanding of the business priorities, make decisions on behalf of the CPO in relation to scheduling depending upon current priorities
• To liaise closely with the Senior Leadership Team (SLT) in relation to related Remuneration and Nominations Committee (RNC) Matters, and the documentation of the RNC
• To collate and finalize RNC paper in Diligent and distribute to the RNC board committee members timely and accurately. Also, in consultation with CPO, assist and support the undertaking and close-out of RNC actions
• Attend People SLT meetings and take minutes & actions. Also, in consultation with CPO, assist and support the undertaking and close-out of SLT actions
• Analyse, prioritise and respond to communications on behalf of the CPO including escalating or delegating to other SLT members as appropriate
• With the support of CPO, act as delegate for system approvals including leave, travel, expenses, recruitment etc. 
• Work closely with the People Team Personal Assistant to ensure support is provided to People SLT
• Collaborate and develop strong relationships with Executive Assistants to ensure seamless support for all Executives. This may include attending Executive Assistant meetings, planning organisation wide events which involve the Executives and identifying opportunities for improvement in the corporate and regional offices
• Treat sensitive information with a high level of confidentiality
• Develop and maintain the records management system, ensuring that information is accurate, up-to- date and stored safely
• Manage financial records such as expenses, invoices, and purchase requisitions 
• Coordinate all aspects of internal and client meetings, preparing agendas, typing minutes, and distributing to the relevant stakeholders
• Coordinate travel (including international) and accommodation arrangements for CPO
• Provide accurate information and customer service to the client, external vendors, subcontractors, and community stakeholders. 
• Identify, modify, and improve work processes where necessary
• Assist other team members with JH systems and programs
• Plan and organise business unit wide events relevant to the team within budget
• Perform all duties in accordance with John Holland policies, processes, reporting, systems and procedures

This position requires you to have substantial experience in an Executive Assistant or Senior Personal Assistant capacity, supporting senior appointments and supporting and leading an administration team.  

You will have an appropriate level of computer literacy and proficiency in Microsoft Office suite and other relevant software packages.  You enjoy working collaboratively and can foster effective strategic relationships with people at all levels both internally and externally.  

Your ability to problem solve and identify process improvements, as well as the ability to handle sensitive matters with the utmost discretion and intuition, will see you succeed in the role.

Your success is reflected in ours, so we’re committed to being an employer of choice. We pride ourselves on having a diverse and inclusive workplace, as we understand that different perspectives and ideas are critical to our long-term success. 

We want you to be with us for the long term, so providing you with rich career experiences and ongoing development is our priority.

We’re about connecting your sense of purpose to ours. We understand that your career is one of the biggest ways to have an impact on the world. We also believe in supporting you as a whole person, not just an employee.

We reward and support our people in so many ways. This starts with being flexible about how different people like to work. From generous leave policies to wellbeing and relationship support, your needs sit at the heart of our employee benefits. 

We offer: 

Competitive remuneration with salary continuance, and salary sacrifice options. 

Great leave benefits including 18 weeks paid parental leave with super and up to an extra 18 weeks of super paid on further periods of unpaid parental leave, multicultural leave exchange and two extra days to prioritise your wellbeing. 

Career progression underpinned by our exciting pipeline of work means you’ll have the opportunity to work on iconic projects that are shaping cities and communities. 

Learning and development opportunities where you’ll have access to emerging talent programs, building your career through clear career pathways, plus technical and leadership training and development opportunities. 

Inclusion, diversity and equity is part of how we work. We want everyone at John Holland to feel that they belong – that’s why we’re working hard every day to foster a more inclusive culture, backed by a business-wide inclusion strategy to bring about meaningful change. We’ve also got active employee resource groups that support our commitments including those around gender equality and reconciliation.

Flexible working that works for you as we know flexibility means different things to different people. Whether it’s flexi-hours, flexi-parenting, flexi-leave, flexi-shifts or flexi-work, we’re committed to helping our people work flexibly.