Executive Assistant to the Chief Operations Officer

6‑Month Executive Assistant Opportunity

Directly support our Chief Operations Officer | Drive Impact | No two days are the same

Bairnsdale or Melbourne | Full time or Part time | Commence June

We’re seeking a high‑performing, unflappable Executive Assistant for a 6‑month limited tenure to support our executive team within the civil construction sector. This is a chance to step into a pivotal role, make an immediate impact, and contribute to major projects that shape our communities.

This role offers flexible working arrangements, with the option to work school hours, full-time, or anything in between to suit your lifestyle.

Preference is for this position to sit at our Business Centre in Bairnsdale, East Gippsland, but consideration will be taken to sit at our St Kilda Road Office in Melbourne also. We can offer some remote work flexibility, though the role is not designed to be fully remote.

About Whelans Group

At Whelan's Group, we take immense pride in our work, our team, and our commitment to supporting the communities we serve. With our diverse capabilities in engineering, earthmoving, heavy haulage, road maintenance, quarries, civil construction, welding, fabricating, and traffic control, we are known for 'Making it Happen'.

What You’ll Be Doing

You’ll be the central force that keeps our executive operations running smoothly:

• Managing executive calendars, meetings, and appointments
• Preparing polished reports, presentations, and correspondence
• Coordinating travel, itineraries, and board meeting materials
• Handling confidential information with absolute discretion
• Acting as a key liaison between executives, internal teams, and external stakeholders
• Drafting and proofreading communications and company‑wide announcements
• Supporting project workflows, contract administration, and tender documentation
• Tracking deliverables and ensuring timely follow‑ups across the business

Why This Role Matters

Our industry moves fast - and so do we. You’ll play a critical role in:

• Keeping things focused and teams informed
• Ensuring operational efficiency
• Supporting compliance and documentation across major civil projects
• Strengthening communication across the organisation

Your work will directly influence the success of our strategic initiatives.

What You Bring

We’re looking for someone who brings both capability and confidence:

• Diploma or Degree in Business Administration, Construction Management, or similar (preferred)
• 3–5 years’ experience supporting senior executives
• Experience in civil construction or infrastructure (preferred)
• Exceptional written and verbal communication
• Advanced Microsoft Office and document management skills
• Strong time management, multitasking, and problem‑solving abilities
• High integrity, discretion, and a proactive mindset
• Familiarity with public works, insurance, and safety documentation

Onboarding Requirements

• Pre‑Employment Medical
• Drug & Alcohol Test
• National Police Check (<12 months old)
• VicRoads Full Driving History

Ready to Step Into a High‑Impact Role?

If the above sounds like you, we’d love to hear from you. This is your chance to bring your expertise to a dynamic team and make a meaningful contribution over the next six months.

Submit your application today via Seek but remember, all applications must include a resume, and a cover letter. Incomplete applications may not be considered. We look forward to hearing from you!

Whelans is proud to be an equal opportunity employer. We celebrate diversity and encourage people of all backgrounds to apply.

**We are not accepting applications through LinkedIn, you must apply via Seek.

Early applications are encouraged, as shortlisting and appointment will take place progressively. For further questions about the role, please contact Alisha Caldwell, Recruitment and Human Resources Officer, at ***email_hidden***.

Please note: While we make every effort to update all applicants, due to the volume of applications received, only those selected for shortlisting may be contacted.