" \u003cdiv class=\"ja-job-details\"\u003e \u003ch2 class=\"title\"\u003eExecutive \u0026amp; Department Coordinator\u003c/h2\u003e \u003cdiv class=\"meta\"\u003e \u003cul class=\"classifications\"\u003e \u003cli data-id=\"17028\"\u003e Admin / Secretarial / Office Support \u003c/li\u003e \u003cli data-id=\"17029\"\u003e Executive Assistant \u003c/li\u003e \u003cli data-id=\"17030\"\u003e VIC Other \u003c/li\u003e \u003cli data-id=\"17031\"\u003e Contract or Temp \u003c/li\u003e \u003c/ul\u003e \u003cp class=\"date-posted\"\u003e 6/10/2026 \u003c/p\u003e \u003c/div\u003e \u003cdiv class=\"description\"\u003e \u003cul\u003e \u003cli\u003e\u003cstrong\u003e12-month full-time contract\u003c/strong\u003e\u003c/li\u003e \u003cli\u003e\u003cstrong\u003eOffice-based role within a global organisation\u003c/strong\u003e\u003c/li\u003e \u003cli\u003e\u003cstrong\u003eProposed commencement: November 2026\u003c/strong\u003e\u003c/li\u003e \u003c/ul\u003e Concept Recruitment Specialists is seeking an experienced \u003cstrong\u003eExecutive Assistant \u0026amp; Department Coordinator\u003c/strong\u003e to provide confidential executive support and oversee departmental coordination within a large multinational organisation.\u003cbr\u003e Working closely with a senior regional executive and the broader leadership team, you will coordinate executive schedules, travel, events and key administrative processes. You will also play an important role in supporting an incoming senior leader\u0026rsquo;s transition into the business.\u003cbr\u003e This opportunity will suit an accomplished Executive Assistant, Executive Coordinator or Department Coordinator who can anticipate requirements, exercise sound judgement and confidently manage competing priorities.\u003cbr\u003e About the Role As a central point of coordination for the department, you will work with senior leaders, employees, customers, suppliers and internal support teams to keep activities organised and commitments on track.\u003cbr\u003e\u003cbr\u003e \u003cstrong\u003eKey responsibilities include:\u003c/strong\u003e\u003cbr\u003e \u003cul\u003e \u003cli\u003eProvide proactive executive support, including diary and inbox coordination, correspondence, meeting preparation and action tracking.\u003c/li\u003e \u003cli\u003ePrepare professional presentations, reports, briefing documents and meeting materials with a high level of accuracy.\u003c/li\u003e \u003cli\u003eCoordinate domestic and international travel, including flights, accommodation, itineraries, transfers and changes to arrangements.\u003c/li\u003e \u003cli\u003eOrganise conferences, leadership meetings, executive and customer visits, and employee events, overseeing logistics, budgets and follow-up.\u003c/li\u003e \u003cli\u003eCoordinate departmental purchasing, purchase orders and service entries, and assist with invoice and expense processing, including non-standard enquiries.\u003c/li\u003e \u003cli\u003eMaintain accurate departmental records, SharePoint content, organisation charts, contact lists, templates and project trackers.\u003c/li\u003e \u003cli\u003eSupport audit preparation by ensuring documentation is complete, current and accessible to authorised stakeholders.\u003c/li\u003e \u003cli\u003eCoordinate onboarding and offboarding requirements with HR, IT and other internal teams, including documentation, access, equipment and induction arrangements.\u003c/li\u003e \u003cli\u003eManage day-to-day office administration and liaise with suppliers and support functions to resolve issues.\u003c/li\u003e \u003cli\u003eSupport departmental projects and identify practical improvements to administrative processes.\u003c/li\u003e \u003cli\u003eHandle confidential executive, employee and commercial information with discretion.\u003c/li\u003e \u003c/ul\u003e About You You will bring demonstrated experience supporting senior executives and coordinating departmental activities within a busy corporate environment. You are comfortable taking ownership of your workload, adapting to changing priorities and following matters through to completion.\u003cbr\u003e\u003cbr\u003e \u003cstrong\u003eTo be successful, you will have:\u003c/strong\u003e\u003cbr\u003e \u003cul\u003e \u003cli\u003eProven experience as an Executive Assistant, Executive Coordinator, Department Coordinator or Senior Administrator, with responsibility for senior executive support.\u003c/li\u003e \u003cli\u003eStrong capability in diary management, travel coordination, meeting preparation and event delivery.\u003c/li\u003e \u003cli\u003eExcellent written and verbal communication skills, with confidence engaging professionally with senior executives and internal and external stakeholders.\u003c/li\u003e \u003cli\u003eAdvanced Microsoft 365 proficiency, particularly Outlook, Teams, PowerPoint, Word, Excel and SharePoint.\u003c/li\u003e \u003cli\u003eExperience supporting purchasing, procurement, invoices or expense administration.\u003c/li\u003e \u003cli\u003eStrong document and records management skills, with exceptional attention to detail.\u003c/li\u003e \u003cli\u003eThe ability to prioritise competing deadlines, anticipate potential issues and respond with practical solutions.\u003c/li\u003e \u003cli\u003eDiscretion, sound judgement and a professional approach to sensitive information.\u003c/li\u003e \u003cli\u003eThe ability to work independently while collaborating effectively across multiple teams.\u003c/li\u003e \u003c/ul\u003e Experience within a multinational organisation, familiarity with SAP or comparable purchasing and expense systems, and a qualification in Business or Office Administration will be highly regarded. Equivalent relevant experience will also be considered.\u003cbr\u003e The Opportunity \u003cul\u003e \u003cli\u003eWork closely with senior leadership within an established global organisation.\u003c/li\u003e \u003cli\u003eTake ownership of a varied role spanning executive support, events, projects and departmental operations.\u003c/li\u003e \u003cli\u003eContribute to a senior leadership transition and the effective running of a busy business function.\u003c/li\u003e \u003cli\u003eApply your experience to improve processes and strengthen administrative coordination.\u003c/li\u003e \u003c/ul\u003e Occasional domestic and international travel may be required. Flexibility to support important meetings, events or travel changes outside standard working hours may also be needed, with reasonable notice wherever possible and subject to approval.\u003cbr\u003e\u003cbr\u003e\u003cstrong\u003eHOW TO APPLY\u003c/strong\u003e\u003cbr\u003ePlease apply online to register your interest. If you require more information outside of this advertisement, you can contact Asli on asli.haouchar@conceptrs.com.au\u0026nbsp;for a confidential discussion. Please be aware only shortlisted candidates will be contacted.\u003cbr\u003e\u0026nbsp;\u003cbr\u003e\u003cem\u003eConcept Recruitment Specialists strive to be a diverse and inclusive workplace for all people. We welcome and encourage applications from all ages and genders, Aboriginal and Torres Strait Islander peoples, culturally and linguistically diverse groups, the LGBTIQ+ community, veterans, refugees and those with a disability\u003c/em\u003e \u003c/div\u003e \u003cdiv class=\"apply\"\u003e \u003ca class=\"back-link\" href=\"#\" title=\"Back to search results\"\u003eBack to search results\u003c/a\u003e \u003cinput type=\"button\" class=\"ja-button\" data-job-id=\"1999876\" value=\"Apply Now\" title=\"Apply Now\" /\u003e \u003c/div\u003e \u003c/div\u003e "