Executive Assistant

About the role

MineFill Services is seeking a highly organised, proactive and commercially aware Executive Assistant to support senior leadership and help keep our growing technical consultancy operating effectively. This is a trusted and varied role for someone who can manage competing priorities, anticipate requirements and bring structure to a fast-moving, project-driven business.

Key responsibilities

• Manage calendars, meetings, appointments and competing priorities for senior leadership.
• Coordinate domestic and international travel, including detailed itineraries, accommodation, visas and site-access requirements.
• Prepare agendas, briefing material, presentations and meeting documents, and maintain clear records of decisions and actions.
• Monitor commitments, deadlines and follow-up actions to ensure priorities continue to move forward.
• Act as a professional point of contact for clients, mine-site personnel, consultants, laboratories, contractors and suppliers.
• Support consulting engagements through proposal preparation, mobilisation, reporting, document control and project close-out.
• Format, proofread and quality-check proposals, technical reports, procedures, presentations and training material.
• Maintain accurate project and commercial records, including registers, deliverable schedules, purchase orders, timesheets and invoicing information.
• Coordinate onboarding, workshops and practical support for personnel working across offices, mine sites and remote locations.
• Improve administrative systems, templates and workflows as the business grows.

About you

• Demonstrated experience as an Executive Assistant, Personal Assistant, senior administrator or project coordinator.
• Strong calendar, travel and meeting-management capability.
• Excellent written communication, proofreading and document-presentation skills.
• High proficiency in Microsoft Outlook, Word, Excel and PowerPoint, with confidence using digital document systems.
• The ability to manage multiple priorities, work independently and remain composed under pressure.
• Professional discretion and a high level of integrity when handling sensitive information.
• A proactive approach, strong attention to detail and the ability to work primarily from MineFill Services' Newcastle office.
• Experience in mining, engineering, construction or another project-based environment will be highly regarded, as will experience with bookkeeping, technical or commercial documentation.

About us

MineFill Services is a global provider and recognised leader in mine backfill services to precious metal mining clients worldwide. As a turnkey delivery business, MineFill focuses on scoping projects to address customer needs, solving technical challenges and delivering processes that meet those needs.