PURPOSE OF THE POSITION:
The Executive Assistant & Operations Coordinator plays a key role in helping Gilbert Service Group operate smoothly, professionally and efficiently as the business continues to grow.
This role exists to create operational leverage for the Founder and Managing Director by reducing administrative load, improving coordination across the team, strengthening communication flow, and helping keep business activities, client commitments, project deadlines and internal priorities on track.
This is a high-trust, high-ownership support role for someone who enjoys creating order, following things through, improving systems and working closely with a small, busy, high-performing team.
DUTIES AND RESPONSIBILITIES:
As the GSG Executive Assistant & Operations Coordinator, your responsibilities include, but are not limited to:
Executive Support
· Manage Tanya’s calendar, meeting commitments, appointments and key deadlines.
· Support inbox triage, prioritisation and follow-up.
· Draft or prepare routine email responses where appropriate.
· Schedule internal and external meetings.
· Coordinate meeting agendas, preparation material, notes and follow-up actions.
· Help Tanya stay on top of priorities, commitments, deadlines and actions.
· Help protect Tanya’s time by improving structure, planning and follow-through.
Client Communication and Coordination
· Communicate with clients on Tanya’s behalf where appropriate.
· Schedule client meetings, workshops, site visits and project activities.
· Follow up outstanding information from clients.
· Coordinate meeting logistics, travel arrangements and client-facing administration.
· Assist with preparing and issuing approved quotes and invoices.
· Support the smooth handover of confirmed client work into the team schedule.
· Answer, screen or redirect phone calls where required.
· Represent GSG professionally and warmly in client interactions.
Project Coordination
· Support scheduling of project work across the GSG team.
· Track project milestones, deadlines, deliverables and follow-up actions.
· Maintain project trackers or project management tools.
· Follow up team members on allocated actions and completion dates.
· Help identify scheduling clashes, bottlenecks, workload issues or upcoming resourcing pressures.
· Coordinate project administration, document control and internal task follow-up.
· Support the team to stay organised, prepared and accountable.
Quotes, Invoices and Financial Administration Support
· Prepare draft quotes for review and approval.
· Prepare and issue approved invoices.
· Enter or coordinate timesheet and pay sheet information.
· Assist with leave records and related administration.
· Maintain basic job, client and project information in Xero.
· Follow up information required to finalise quotes, invoices or project records.
· Support financial administration processes with accuracy and confidentiality.
Team Coordination and Business Support
· Support communication flow across the small GSG team.
· Coordinate team meetings, agendas and follow-up actions.
· Help maintain visibility of team availability, project commitments and key deadlines.
· Maintain shared folders, templates, registers and administrative systems.
· Assist with internal documentation, checklists and process improvements.
· Pitch in where required to support the overall operation of the business.
Systems, Processes and Continuous Improvement
· Use and help maintain Microsoft 365, Teams, SharePoint, Xero and project management tools.
· Use AI tools such as ChatGPT and Claude to improve efficiency, draft content, summarise information, support workflow and improve administration quality.
· Help document recurring processes and standard operating procedures.
· Identify opportunities to simplify, streamline, automate or improve administrative workflows.
· Bring practical ideas and fresh thinking to help GSG operate more efficiently.
KEY RELATIONSHIPS:
Internal:
· Founder and Managing Director
· Director
· Senior HST Consultant
· Health, Safety, Training and Environmental Advisors
· Casual consultants or contractors engaged by GSG
External:
· GSG clients and prospective clients
· Client administration and project contacts
· Contractors and vendors
· Travel providers and accommodation contacts
· Other external business contacts as required
WORK EXPERIENCE, QUALIFICATIONS AND SKILLS:
Essential:
· Previous experience in an Executive Assistant, Personal Assistant, Operations Coordinator, Project Coordinator, Office Manager, Business Support or similar role.
· Strong organisation skills and the ability to manage multiple competing priorities.
· High attention to detail and pride in doing things properly.
· Clear and professional written and verbal communication skills.
· Confidence communicating with clients, team members and external stakeholders.
· Strong Microsoft 365 skills, including Outlook, Word, Excel, Teams and SharePoint.
· Experience using, or the ability to quickly learn, Xero.
· Confidence using AI tools such as ChatGPT and Claude.
· Ability to handle confidential business, financial and client information with discretion.
· Ability to work independently and proactively once direction is understood.
· Willingness to work from the Singleton-area office.
· Availability to work school hours across 4 or 5 days per week.
Desirable:
· Experience supporting a business owner, founder, CEO, Managing Director or senior executive.
· Experience working in a small business or professional services environment.
· Experience coordinating projects, deadlines, meetings or client deliverables.
· Experience preparing quotes, invoices or client proposals.
· Experience with project management or task tracking tools.
· Experience improving administrative systems, templates or workflows.
· Exposure to consulting, mining, WHS, training, environmental management or high-risk industries.
PERSONAL QUALITIES AND BEHAVIOURAL TRAITS:
To thrive at GSG, you will consistently demonstrate:
· Self-motivation and initiative.
· Strong attention to detail and pride in quality work.
· A calm, organised and reliable approach.
· The ability to create structure from chaos.
· Proactive problem-solving and follow-through.
· Confidence to work closely with Tanya and the broader team.
· The ability to work independently once trained and clear on expectations.
· Comfort working in a small, fast-moving business where priorities can shift.
· Strong communication skills and emotional intelligence.
· Willingness to ask questions, while also showing initiative and judgement.
· Commercial awareness and an understanding of business priorities.
· Professionalism and discretion when handling confidential information.
· A practical, low-ego, team-first approach.
· Willingness to pitch in where needed.
· Curiosity and confidence using technology, systems and AI tools.
· Respectful confidence to challenge, prompt or follow up Tanya and team members when required.
OUR VALUES:
· Driven Excellence - Exceed expectations. Do it once, do it properly, every time.
· Holistic Thinkers - Drive sustainable solutions; always see the bigger picture.
· Empower & Educate - Continually learn and share, safety is not a competition. Consult, communicate, and journey together.
· Relentless Ownership - Take responsibility, get things done, embrace challenges with a can-do attitude.
· Authentic Impact - Consistent, honest, always adding lasting value. Be the help we once wished for.
CULTURE AND EXPECTATIONS:
At GSG, we work hard, have fun, support each other, and take pride in delivering exceptional value to our clients. We are a small, close-knit consulting team, not a large corporate environment. This means every person matters, every role has impact, and everyone needs to contribute.
Every member of the team is expected to:
· Be accountable and own their work and their mistakes.
· Communicate honestly, clearly and respectfully.
· Follow through on commitments.
· Take initiative and look for ways to help.
· Be flexible, reliable and willing to pitch in.
· Bring professionalism, humility and a team-first approach.
· Respect confidentiality and client trust.
· Contribute ideas and energy, no passengers.
· Work closely and collaboratively with the team.
This role will suit someone who wants to be a trusted, capable and valued member of a small team. It will not suit someone who needs constant direction, prefers repetitive administration only, avoids responsibility, or wants to sit on the edge of the business rather than being part of it.
WORK ENVIRONMENT:
· Based in the Singleton area, NSW.
· Office-based initially while training, learning systems and building working rhythm with Tanya and the team. Occasional work-from-home flexibility may be available once trained, competent and operating effectively. This role is not suitable for fully remote applicants.
· Permanent part-time role. 4 or 5 days per week, school-hours friendly.
· Hours and days may be flexible for the right person.
· No regular travel required.
WHAT THIS ROLE IS NOT:
This role does not involve:
· Delivering client consulting work.
· Preparing or approving technical WHS content.
· Making commercial decisions without approval.
· Independently approving quotes, rates or pricing changes.
· Supervising staff.
· Independently managing HR matters.
· Being available outside agreed work-hours work arrangements.
· Regular business travel.
· Bookkeeping, accounting or financial management.
PERFORMANCE EXPECTATIONS:
At 1 Month
· Demonstrates engagement, learning and initiative.
· Begins to understand GSG’s clients, team rhythm, systems and business priorities.
· Supports calendar, meetings, travel bookings and general administration.
· Learns core systems including Microsoft 365, Teams, SharePoint, Xero and project tools.
· Starts assisting with quote, invoice and timesheet administration.
· Communicates clearly and asks useful, considered questions.
At 3 Months
· Applies the 10/80/10 approach to routine operational tasks.
· Takes meaningful ownership of the middle 80% of quotes, invoices, timesheet coordination, team scheduling, travel bookings, project follow-up and task tracking.
· Supports inbox and calendar management with increasing confidence.
· Coordinates routine client meetings and follow-ups.
· Helps maintain visibility of project deadlines, team commitments and actions.
· Reduces Tanya’s day-to-day administrative and coordination load.
At 6 Months
· Coordinates routine operational workflows with minimal support.
· Confidently communicates with clients and team members regarding scheduling, information requests and administration.
· Maintains project tracking and action follow-up systems.
· Identifies gaps, clashes or upcoming issues and raises them early.
· Supports implementation of SOPs, templates and process improvements.
· Has become a trusted part of the GSG operating rhythm.
At 12 Months
· Operates as Tanya’s trusted operational right hand.
· Anticipates issues before they become urgent.
· Protects Tanya’s time and reduces business bottlenecks.
· Manages complex coordination independently within agreed boundaries.
· Maintains strong communication flow between Tanya, the team and clients.
· Helps create greater structure, consistency and calm across business operations.
Pay: $40.00 – $55.00 per hour
Ability to commute/relocate:
- Singleton NSW: Reliably commute or planning to relocate before starting work (Preferred)
Language:
Licence/Certification:
- NSW Drivers License (Required)
Work Authorisation:
Work Location: In person
