Ocean Job Board
0
Organizations
0
Jobs
Executive Assistant
Administration
Townsville, QLD, Australia · Perth, WA, Australia
AUD 79,053-89,076 / year
Posted on Jul 20, 2026
About this exciting opportunity
We are seeking a highly organised and proactive Executive Assistant to provide exceptional executive and administrative support to two Research Program Directors (RPDs). As an Executive Assistant you will play an integral role in supporting the delivery of major long-term initiatives aligned with the organisation's strategic vision.
You will be responsible for coordinating a broad range of executive, administrative, financial, and stakeholder engagement activities, ensuring the Directors can focus on achieving strategic objectives. Key responsibilities of this role include:
- Providing high-level executive and administrative support to two Research Program Directors.
- Managing complex calendars, meetings, email inboxes, travel arrangements, and daily administrative requirements, including coordinating business priorities and escalate urgent matters as required.
- Preparing and managing business documents, correspondence, reports, presentations, and briefing materials.
- Providing financial administration support, including purchasing, invoice processing, and corporate credit card reconciliations.
- Coordinating end-to-end meeting administration, including agenda preparation, minute-taking, action tracking, and distribution of outcomes.
- Working closely with Executive Assistants and support teams to ensure a consistent and seamless service delivery model.
- Handling confidential and sensitive information with discretion, professionalism, and sound judgement.
About you
You are an experienced Executive Assistant or Senior Administrator who thrives in a complex environment and enjoys supporting senior leaders. You have exceptional organisational skills, strong attention to detail, and the ability to manage multiple priorities simultaneously. To be successful in this role, you will demonstrate:
- Proven experience providing executive administrative support to senior leaders within a complex or fast-paced environment.
- Maturity, flexibility, sound judgement, and discretion, with the ability to maintain strict confidentiality when managing sensitive information.
- Highly developed organisational and time management skills, with demonstrated experience coordinating executive diaries and inboxes, travel arrangements, meetings, appointments, credit card acquittals, and ethical purchasing processes.
- Exceptional oral and written communication skills, with strong attention to detail and a proven ability to build and maintain effective stakeholder relationships.
- A proactive, solutions-focused approach and a commitment to providing exceptional executive support.
Apply now and join a world leading organisation with attractive working conditions. In line with our Enterprise Agreement, the successful candidate will be rewarded with:
- AIMS AOF Level 3 (3.1-3.5) salary ($79,053 to $89,076 per annum) plus 15.4% superannuation
- Full-time, 12-month Temporary (Labour hire) opportunity
- Located in Townsville (Qld) or Perth (WA)
- 9-day fortnight, enjoy a long weekend each fortnight
- Flexible Work Arrangements considered including hybrid working (where suitable)
- Generous and supportive leave entitlements
- Access to Commuter car fleet arrangements to travel to site (in Townsville only)
- Employee Assistance Program
Discover more about Working at AIMS | AIMS.
Please note:
Non-Australian Citizens must hold an appropriate Visa with working entitlements that allows paid employment with AIMS from commencement and for the full term of the appointment, depending on the relevant Department of Home Affairs current policies.
Next step:
Further information about this exciting and challenging opportunity is outlined in the Candidate Information Pack which is available to download below. If, after reviewing the position description, which is included in the Candidate Information Pack, you believe that your qualifications, experience and professional capabilities will enable you to successfully the deliver the position responsibilities, we would be very interested in hearing from you.
Further information on the application process and tips for addressing Selection Criteria is available in our website Recruitment process | AIMS.
Submitting your application:
Please ensure that you have your completed documents (selection criteria responses, resume and cover letter) ready to attach to your online application form via our e-recruitment system which can be accessed via the "apply now" button below.
Position enquiries can be directed to Mathew Hamilton, Operations Coordinator at m.hamilton@aims.gov.au. Applications must be made through our website per above.
Applications close: MONDAY, 10 AUGUST 2026 (11.45PM, AEST).
Attachments:
- 22091 Candidate Information Pack.pdf