Executive Assistant
At Hickory, we don’t believe in standing still, for over three decades we have continually invested in researching and developing systems and products to improve the way we build. Our philosophy is ‘MADE for LIFE’ – it’s a commitment we honour, each day. Everything we do and everything we build is ‘MADE for LIFE.’ Whether it’s refining our patented, prefabricated building products, developing more efficient and sustainable construction practices, or bringing expertise inhouse to supply critical components, we always believe there is a better way. As a result, Hickory have become one of the most diverse property companies in Australia.
POSITION OVERVIEW
Hickory is seeking an experienced and highly organised Executive Assistant to support our Group Chief Executive Officer. This pivotal role sits at the heart of the business, ensuring the CEO’s time, communication and strategic focus are optimised through exceptional administrative, organisational, and coordination support.
As the central point of contact for the executive office, you will manage calendars, correspondence, meetings, travel, documentation, and information flow with precision. You will partner closely with the CEO, Executive Leadership Team, and key stakeholders across Hickory to enable seamless operations, professional communication, and effective project coordination.
WHAT HICKORY CAN OFFER
- H-Perks Employee Rewards: Access exclusive discounts, cashback and everyday savings through our internal benefits platform.
- Novated Leases: Take advantage of novated leasing options to maximise your salary and enjoy tax savings on vehicle expenses.
- Family-Friendly Policies: Receive paid parental leave to support your family needs.
- Employee Wellbeing: Access our Employee Assistance Program (EAP) for valuable support and resources.
- Wellness & Fitness Amenities: Enjoy access to wellness and fitness facilities, including a yoga studio and gym, to promote a healthy lifestyle.
- Premium End-of-Trip Facilities: Benefit from premium end-of-trip amenities such as lockers, secure bike storage, towel and dry-cleaning service, and top-notch shower and change facilities.
- Modern Office Environment: Immerse yourself in a unique working environment within a state-of-the-art office building.
- CBD Convenience: Our location in the CBD offers easy access to public transport and is just a short walk away from Southern Cross Station, Southbank, South Melbourne Market, Albert Park, and more.
RESPONSIBILITIES
- Manage complex calendars, schedules and priorities for the CEO.
- Coordinate domestic and international travel, accommodation and itineraries.
- Prepare CEO meetings including agendas, briefs, minutes and action follow-up.
- Oversee executive correspondence, email management and communication flow.
- Prepare, edit and format reports, board-level documents and presentations.
- Build strong relationships with internal and external stakeholders.
- Act as liaison between the CEO, Executive Leadership Team and wider business.
- Coordinate internal events, planning days, workshops and leadership forums.
- Maintain confidential records, filing systems and information management.
- Conduct research and compile insights to support decision-making.
- Monitor executive inboxes, filter communication and prioritise requests.
- Manage expenses, budgets, invoices and financial documentation.
- Support project coordination and track key executive deliverables.
- Assist with office and resource management to ensure operational efficiency.
- Uphold confidentiality, discretion and a high level of professionalism at all times.
- Provide flexible support during peak periods and shifting priorities.
TO BE SUCCESSFUL IN THE ROLE
- 3-5 years’ experience in an Executive Assistant or senior administration role.
- Proven experience supporting high-level executives, preferably at C-suite level.
- Exceptional organisational, prioritisation and time management skills, with a proficiency in managing complex calendars and schedules.
- High level of discretion, confidentiality and professionalism.
- Ability to manage shifting priorities in a fast-paced environment.
- Proactive, solutions-focused and able to anticipate needs before they arise.
- Technically proficient across Microsoft Office and modern business software.
- Confident managing stakeholders and representing the CEO with care and diplomacy.
- Previous experience in the construction or property development industry (desirable).