In-Demand Assistant vice president Jobs in Victoria

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

At Jacobs, we're challenging today to reinvent tomorrow. We deliver innovative solutions to some of the world's most complex infrastructure, environmental and technology challenges, creating a more connected and sustainable future for communities across Australia, New Zealand and beyond.

We're seeking a highly capable Senior Executive Assistant to provide strategic and administrative support to our General Manager and Senior Vice President for ANZ – (CEO level equivalent). This is a trusted partnership role requiring exceptional organisation, professionalism, discretion and the ability to anticipate needs in a fast-paced executive environment.

If you're someone who thrives on keeping senior leaders operating at their best, enjoys juggling competing priorities, and takes pride in making the complex seem effortless, we'd love to hear from you.

As the Senior Executive Assistant, you'll play a critical role in enabling executive leadership success by managing priorities, coordinating complex activities and ensuring seamless day-to-day operations.

Your responsibilities will include:

Managing highly complex and dynamic executive calendars, appointments and competing priorities.
Coordinating domestic and international travel arrangements, itineraries, agendas and logistics.
Preparing confidential correspondence, presentations, reports and executive communications.
Processing expenses and supporting executive administration activities.
Keeping leaders informed of upcoming commitments, deadlines, decisions and priorities.
Organising leadership meetings, preparing agendas and materials, distributing communications and tracking follow-up actions.
Building strong relationships with stakeholders across all levels of the organisation.
Anticipating needs and proactively identifying solutions before issues arise.
Conducting basic data analysis, preparing reports and reviewing information for accuracy and completeness.
Researching and gathering information to support informed decision-making.
Supporting special projects and strategic initiatives as required.
Maintaining a highly organised, professional and customer-focused approach while managing multiple priorities.
Collaborating effectively with employees, leaders and support teams across the business.

Here's what you'll need

Significant experience supporting senior executives in a large, complex or corporate environment.
Advanced organisational and time management skills, with exceptional attention to detail.
Strong communication and stakeholder management capabilities.
The ability to handle highly confidential and sensitive information with discretion.
Excellent judgment, initiative and problem-solving skills.
A proactive and adaptable mindset, with the ability to remain calm under pressure.
Strong proficiency across Microsoft 365 and digital productivity tools.
Proven ability to manage multiple priorities and competing deadlines simultaneously.
Experience preparing reports, presentations and executive-level documentation.
Flexibility & Travel Support

This role is based in Melbourne and requires regular in-person collaboration with executive leadership.

While standard business hours apply, our General Manager and Senior Vice President regularly engage with teams, clients and stakeholders across different regions and time zones. As a result, there may occasionally be a need for flexibility outside traditional working hours. These situations are not the norm, but the successful candidate will be comfortable adapting their schedule from time to time to support key business priorities and executive commitments.

Why Jacobs?

At Jacobs, you'll join a team committed to innovation, inclusion and making a positive impact. We value diverse experiences, perspectives and backgrounds because we know that great ideas come from different ways of thinking.

Don't meet every requirement? Apply anyway.

Research shows that many talented people only apply when they meet every criterion. If you're excited about this opportunity and believe your experience, skills or transferable capabilities would enable you to succeed in the role, we'd encourage you to submit an application. We'd love to hear how you could add value to our team.

With safety and flexibility always top of mind, we’ve gone beyond traditional ways of working so you have the support, means and space to maximize your potential. You’ll uncover flexible working arrangements, benefits and opportunities, from well-being benefits to our global giving and volunteering program, to exploring new and inventive ways to help our clients make the world a better place. No matter what drives you, you’ll discover how you can cultivate, nurture and achieve your goals – all at a single global company. Find out more about life at Jacobs here.

We aim to embed inclusion and belonging in everything we do. We know that if we are inclusive, we’re more connected and creative. We accept people for who they are, and we champion the richness of diverse perspectives, lived experiences and backgrounds in the workplace, as a source of learning and innovation. We are committed to building vibrant communities within Jacobs, including through our Jacobs Employee Networks, Communities of Practice and our Find Your Community initiatives, allowing every employee to find connection, purpose, and belonging. Find out more about our Jacobs Employee Networks here.

Our meticulously curated employee benefits support ALL employees throughout every stage of life. From paid parental leave to a lifetime financial allowance for you and your partner to access family forming Fertility & IVF treatment, adoption and surrogacy assistance along with menopause and Low T treatment.

We are steadfast in our commitment to the wellbeing of you and your loved ones with a comprehensive suite of wellbeing resources supporting you physically, emotionally and financially. This is demonstrated in our company being recognised by WGEA for 12 consecutive years as an employer of choice for gender equality along with our industry leading GOLD employer status by the Australian Workplace Equality Index.

Cultural Support:

Aboriginal and Torres Strait Islander peoples are strongly encouraged to apply. Jacobs aims to provide cultural safety at our interviews. Aboriginal and Torres Strait Islander people are invited to nominate a cultural representative to participate on the interview panel; please let your recruiter know in your application. No matter what drives you, you'll discover a way to cultivate, nurture and achieve your goals – all at a single global company.

We value collaboration and believe that in-person interactions are crucial for both our culture and client delivery. We empower employees with our hybrid working policy, allowing them to split their work week between Jacobs offices/projects and remote locations enabling them to deliver their best work.

Your application experience is important to us, and we’re keen to adapt to make every interaction even better. If you require further support or reasonable adjustments with regards to the recruitment process (for example, you require the application form in a different format), please contact the team via Careers Support.

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