Personal Assistant

Job Description

All Energy Contracting (AEC) is a leading construction contractor specialising in the energy and renewable energy sector, including solar, wind, storage, and hybrid facilities. Our core services comprise civil works, trenching, cable installation, electrical and mechanical installations, terminations, testing, commissioning (DC, LV, HV), operations support and maintenance expertise. Our goal is to generate sustainable returns by delivering projects for our clients safely, efficiently, and reliably while providing rewarding and meaningful careers for our people. Headquarters in Brisbane, we are a dynamic business with projects across Australia and New Zealand.

Position Overview

The Personal Assistant plays a critical role in providing high-level administrative, coordination, and operational support to enable the effective day-to-day functioning of the Managing Director. The position supports executive effectiveness through proactive diary management, stakeholder coordination, preparation of executive materials, and oversight of office operations.

You are required to exercise discretion, professionalism, and strong organisational capability while managing competing priorities in a fast-paced environment.

Key Responsibilities

Executive & Business Support

• Proactively manage the Managing Director's calendar, ensuring alignment with evolving business priorities.
• Manage complex calendars, meetings, and travel coordination.
• Monitor, track, and follow up on action items to ensure accountability and timely completion.
• Prepare, coordinate, and distribute executive-level presentations, reports, correspondence, and business documentation.
• Prepare agendas, minutes, and action trackers.
• Screen communications and prioritise requests.
• Draft professional correspondence and reports.
• Support executive communication and decision-making through accurate information management and coordination.
• Coordinate meetings with clients and stakeholders, including scheduling, preparation of materials, and follow-up actions.
• Assist in organising internal and external events, workshops, and off-site activities.

Operations & Coordination

• Support project and leadership meetings, including scheduling, preparation of packs, and follow-ups.
• Maintain confidential records and documentation.
• Assist with onboarding logistics and stakeholder engagement.
• Coordinate events, workshops, and internal initiatives.
• Liaise with clients, contractors, and internal teams.
• Support general office coordination related to internal communications and shared resource management.
• Assist with event planning, including venue research, comparative quoting, bookings, logistics, and approvals

Values, Integrity & Administration

• Assist with administration of AEC Values Awards, including nominations, announcements, and prize coordination.
• Maintain confidentiality and professionalism in all interactions and documentation.
• Uphold AEC standards of integrity, trust, and ethical conduct.

Systems, Process & Continuous Improvement

• Identify and implement administrative and office process improvements to enhance efficiency and effectiveness.
• Create systems, trackers, dashboards, and reporting tools to improve organisation and efficiency.
• Embrace digital tools and platforms to streamline administrative workflows.
• Document internal policies, procedures, and support SharePoint maintenance and branding updates.
• Support special projects, tenders, or business initiatives as required.
• Identify ways to streamline workflows and reduce administrative load.

About You

You're someone who:

• Is exceptionally organised and detail-focused.
• Thinks ahead and solves problems before they arise.
• Communicates professionally with all levels of the business.
• Handles confidential information with discretion.
• Enjoys fast-paced, ever-changing environments.
• Takes ownership and doesn't wait to be asked.

Required Skills and Experience

• Qualifications in Business Administration, Marketing, or a related discipline.
• Construction Induction Card (White Card).
• Experience in community engagement, events, or corporate administration.
• Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and confidentiality.
• Proven organisational and time management capability.
• Ability to manage competing priorities in a fast-paced environment.
• Open Driver's Licence and valid Australian working rights.

We are an equal-opportunity employer committed to creating an inclusive environment where everyone is valued. We welcome applicants from all backgrounds, identities, and experiences. We seek to build a diverse team that reflects the communities we serve and seek innovation through varied perspectives. We encourage candidates from underrepresented groups to apply and look forward to fostering a supportive workplace together.