Title:  Personal Assistant

About North Western Program Alliance

North Western Program Alliance (NWPA) consists of five Alliance partners – John Holland, KBR, MTM, V/Line and the client (LXRP), working together as one team to achieve shared goals.   Since 2017, the Victorian Government has entrusted North Western Program Alliance (NWPA) and our Alliance partners to remove dangerous and congested level crossings, deliver new rail stations and infrastructure, and create more community open spaces.  

Our Alliance currently has three projects in delivery and two in development phase, along with the successful delivery of ten level crossing removal projects (17LX) and several premium stations. 

We’re proud to make a real difference to the lives of people on our program of works and in the communities in which we operate. Our values are Care, Excellence, Creativity and Empowerment.   

NWPA are looking for a Personal Assitant to be based at our Albion office. 

About the Role;

As a Personal Assistant, you will be required to provide high-level executive support, strategic project coordination, governance, compliance, and event management for the Alliance General Manager and the broader NWPA team.

Administrative support can include managing the day-to-day activities of an Operational GM and Management team, inclusive of diary management/scheduling, communications, reporting, records management, procurement, accounts/invoices, travelling & logistics and purchasing. Assistance may also be required in client relationship management including VIPs, events and management meetings. 

Responsibilities of the role include / What you will do

Manage the day-to-day activities of Operational GM and broader team.

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.

Managing document flow for strategic initiatives, maintaining compliance trackers, and supporting validation for training and assessment tools.

Lead planning and execution of high-profile events, manage internal communications, and facilitate engagement activities.

Coordinate travel (including international) and accommodation arrangements.

Provide accurate information and customer service to the client, external vendors, subcontractors, and community stakeholders. 

Provide reception coverage as required.

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.

Experience providing support at a senior level

Basic knowledge of accounting, data and administrative management practices.

Proficient computer skills and knowledge of relevant software and enterprise systems.

Knowledge of administrative practices and procedures

Knowledge of document management procedures and processes 

A general understanding of the technology and systems associated with records management

To be successful in this key role, we are looking for;

Certificate II, III, or IV in Business Administration

Demonstrated experience in executive support within a complex infrastructure or alliance environment.

Strong written and verbal communication skills, including drafting correspondence and preparing reports. 

High level of discretion and professionalism in handling confidential information. 

Collaborative and proactive approach to stakeholder engagement and problem-solving. 

Ability to work independently and as part of a multidisciplinary team.

Demonstrated experience in an office environment 

Experience providing support at a senior level

Basic knowledge of accounting, data and administrative management practices.

Proficient computer skills and knowledge of relevant software and enterprise systems.

Knowledge of administrative practices and procedures

Knowledge of document management procedures and processes 

A general understanding of the technology and systems associated with records management

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;