Virtual Executive Assistant – Construction, Mining & Energy

JOB DESCRIPTION:
This is not a typical EA role. We don’t need someone who takes notes and waits for instructions. We need a relentless, proactive operator who treats every hour of the executive’s time like capital deployed — if it doesn’t generate a return, it doesn’t make the schedule.
You will own the calendar. You will own the inbox. You will own the day. You will anticipate problems before they exist and eliminate bottlenecks before anyone notices them. You will protect the executive’s time ruthlessly and ensure every meeting, decision point, and commitment moves the business forward.
If you need to be told what to do twice, this isn’t for you. If you thrive on running the show behind the scenes and making things happen without being asked, keep reading.
What You Will Own:
Schedule & Calendar Management:
? Total ownership of the executive’s calendar — you d ---------- what gets time and what doesn’t
? Prioritise, schedule, reschedule, and decline meetings based on business impact, not politics
? Coordinate across multiple time zones with clients, contractors, project teams, and stakeholders across construction, mining, and energy sectors
? Build and enforce daily, weekly, and monthly routines that protect deep work time and maximise productivity
? Prepare daily briefing packs — what’s on, who’s attending, what decisions are needed, what background is required
? Anticipate scheduling conflicts and resolve them before they become problems

Email & Communications Management:
? Manage and triage the executive’s inbox — filter, prioritise, flag, draft responses, and action items
? Draft correspondence, proposals, and communications on behalf of the executive in a professional, industry-appropriate tone
? Follow up on outstanding items relentlessly — nothing falls through the cracks on your watch
? Manage stakeholder communications with clients, contractors, government bodies, and internal teams
? Screen and manage phone calls, enquiries, and requests — gatekeep without creating friction
Task & Project Coordination:
? Track and drive action items, deadlines, and commitments to completion — you are the accountability engine
? Coordinate with project teams, PMO, document controllers, and operational staff to ensure deliverables are on track
? Manage travel arrangements including flights, accommodation, visas, site access, and FIFO logistics for remote and international project sites
? Prepare and compile meeting agendas, minutes, and action registers — then chase every single action to closure
? Support tender coordination, client submissions, and business development activities as required
? Manage expense reports, purchase orders, and basic financial administration
Business Operations Support:
? Maintain CRM entries, contact databases, and business development pipelines
? Prepare presentations, reports, and executive summaries for board meetings, client presentations, and internal reviews
? Conduct research on potential clients, projects, market opportunities, and competitors
? Manage confidential and sensitive information with absolute discretion
? Coordinate with legal, finance, HR, and compliance teams on behalf of the executive
? Identify and implement process improvements to streamline executive operations — if something is inefficient, fix it without being asked
What We Expect:
? Minimum 5 years’ experience as an Executive Assistant, Chief of Staff, or similar high-accountability support role
? Direct experience supporting senior executives in construction, mining, energy, oil & gas, or heavy industrial sectors — you must understand the language, pace, and pressure of these industries
? Battle-tested calendar and inbox management — you’ve managed chaotic schedules across multiple time zones and made them run like clockwork
? Exceptional written and verbal English — your emails, documents, and communications are indistinguishable from the executive’s own
? Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive)
? Experience with project and task management tools (Asana, ---------- , Trello, ClickUp, or similar)
? Experience coordinating travel, logistics, and site mobilisations for remote and FIFO environments
? Relentless follow-through — you track every commitment and chase every action until it’s done
? Sound judgement and decision-making — you know when to act independently and when to escalate
? Thick skin, high standards, and zero tolerance for mediocrity — including your own
? Reliable high-speed internet and a professional home office setup with backup connectivity
Non-Negotiables:
? You are proactive, not reactive — you anticipate, you don’t wait
? You are the gatekeeper — you protect time, you don’t waste it
? You are accountable — you own outcomes, not excuses
? You are discreet — you handle sensitive information without exception
? You are relentless — nothing slips, nothing is forgotten, nothing is late
Preferred:
? Experience supporting C-suite or director-level executives in EPCM/EPC or owner-operator environments
? Familiarity with Aconex, SAP, Pronto, or other enterprise systems used in construction and mining
? Experience with Australian business practices, regulations, and corporate culture
? Exposure to business development, tendering, and client relationship management
? Experience managing multiple executives or small leadership teams simultaneously
This is a fully remote position. You must be available to align with Australian business hours or as otherwise directed. This role demands someone who operates with urgency, precision, and ownership every single day.