Personal Assistant

About John Holland

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.

Are you up for the challenge?

We have an exciting opportunity for a Personal Assistant to support the General Manager of Customer & Corporate Affairs and the General Manager of Strategy, along with their broader teams. This position is based in our Pyrmont office in Sydney.

In this role you will provide administrative support, inclusive of diary management/scheduling, communications, reporting, records management, procurement, accounts/invoices, travel & logistics, and purchasing. Assistance may also be required in client relationship management, including VIPs, events and management meetings.

About the Role

• Manage the day-to-day activities of General Manager Strategy, General Manager Customer & Corporate Affairs, and their broader teams.
• Oversee and coordinate Management diaries, which will include scheduling and calendar planning.
• Monitor and respond to communications on behalf of the Manager.
• Provide administrative support, such as preparation of correspondence, presentations, marketing material and reports for current and potential customers.
• 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.
• Provide accurate information and customer service to the client, external vendors, subcontractors, and community stakeholders.
• Exercise use of basic software, such as Microsoft applications and other systems.
• Identify, modify and improve work processes where necessary.
• Assist other team members with JH systems and programs.
• Treat sensitive information with a high level of confidentiality.
• Organise events relevant to the General Manager’s team within budget.
• Perform all duties in accordance with John Holland policies, processes, reporting, systems and procedures.

About You:

To be successful in this role, you must have the following:

• Certificate II, III or IV in Business Administration
• Significant experience as a Personal Assistant or similar role
• Experience providing support at a senior level
• Advanced knowledge of Microsoft Office – Word, Excel, Power Point, Outlook
• Strong knowledge of administrative practices and document/records management

Your exceptional organisational skills and ability to juggle competing priorities, along with your confidence in working directly with executive level stakeholders, EA’s and corporate VIP’s, will see you succeed in the role.

As part of the team, you can help us transform lives.

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.

What’s in it for you?

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.