Wallace PM is a boutique project management consultancy that provides end-to-end project management services. Our difference is in our approach – we believe successful projects are built on strong relationships and we act as an extension of our client's team to leverage our expertise to bring their assets and vision to life. Our team has extensive national and international experience. This combination of local knowledge and global connections has enabled us to deliver exceptional projects on both the east and west coasts – and beyond. Due to a recent internal promotion, we are now looking an experienced, proactive and highly organised professional to join the team in part time (0.8 FTE) Executive Assistant role. This is a dynamic position suited to someone who thrives in a professional services environment and takes genuine pride in the quality of their support. Whilst largely centered on EA support for the Managing Director there will also be broader office coordination and business administration for the project management team. The Position: Anticipate and manage schedule conflicts and shifting priorities with confidence ensuring all parties are kept informed Coordinate travel arrangements, including flights, accommodation, transfers and detailed itineraries for domestic and international engagements Prepare and compile meeting materials, briefing documents, fee proposals, presentations to a high standard across multiple business entities Act as a trusted and professional point of contact for clients, stakeholders and colleagues at all levels Maintain accurate, well-structured records and filing systems across entities, ensuring information is organised, current and readily accessible Oversee general office management, maintaining a well-organised, professional and efficient working environment Coordinate social media activity and marketing initiatives, contributing to the team's external profile and brand presence Plan and coordinate client and internal functions, managing all logistics from initial planning through to delivery Manage invoicing processes and follow up with creditors, maintaining accurate financial records and timely account management Requirements: Proven experience in an Executive Assistant or senior administration role within a professional service, corporate or similar environment Experience handling sensitive and confidential information with sound judgement and absolute discretion Exceptional written and verbal communication skills, with a polished and professional manner in all interactions Superior organisational skills - able to manage multiple workstreams, prioritise effectively and meet deadlines in a demanding environment A logical, methodical and detail-oriented approach, with a high standard of accuracy across all outputs Strong initiative and problem-solving ability, with the confidence to anticipate needs and act decisively without direction Flexibility and adaptability - able to shift priorities at short notice while maintaining quality and professionalism A collaborative team player who also works effectively and independently when required We are looking for an as soon as possible start date for this position. If you are interested in taking the next step in your career apply today with a copy of your current resume and cover letter. Enquires can be directed to vitil.com.au.
