Executive Assistant

Freight, Shipping & Project Logistics

Partale Talent is proud to be partnering with a growing Australian freight, shipping and project logistics business that supports complex cargo movements across Australia and international markets. Working across mining, infrastructure, port operations, bulk and breakbulk shipping, vessel chartering, containerised freight and remote-area logistics, our client has built a strong reputation for delivering tailored logistics solutions in highly complex operational environments.

Due to continued growth, our client is seeking a highly capable Executive Assistant to support the Managing Director and broader leadership team from their Sydney CBD office. This is a rare opportunity to join a dynamic and entrepreneurial business in a trusted role that sits at the centre of executive operations, finance administration, payroll and commercial support.

About the Opportunity

As a key member of the business, you will work closely with the Managing Director, leadership team, external accountants, suppliers, customers and operational stakeholders to ensure critical business activities are executed accurately and efficiently. The position combines executive support, bookkeeping, payroll administration and operational coordination, making it ideally suited to someone who enjoys variety, thrives in a fast-paced environment and takes pride in keeping a business running smoothly. As our client continues to grow, there is genuine scope for the role to evolve into broader finance, commercial operations, business management or leadership responsibilities.

Key Responsibilities

Executive Support

• Provide high-level diary, travel, meeting and correspondence management for the Managing Director.
• Coordinate internal and external meetings with clients and stakeholders across shipping, ports, mining and project logistics sectors.
• Prepare meeting agendas, briefing papers, presentations, reports and action registers.
• Draft and manage professional correspondence, proposals, capability statements and commercial documentation.
• Maintain confidential company, client, supplier and project records.
• Track key actions across business development initiatives, tenders, operational projects and commercial activities.
• Assist in improving administrative systems, reporting processes and internal workflows as the business continues to scale.

Finance & Bookkeeping

• Manage day-to-day bookkeeping and finance administration in collaboration with external accountants and advisers.
• Process accounts payable and accounts receivable, including supplier invoices, customer invoicing, expense claims and payment preparation.
• Reconcile bank accounts, credit cards, staff expenses and balance sheet accounts.
• Monitor debtor collections, creditor schedules and cash flow reporting.
• Assist with monthly reporting, budget tracking, management accounts and basic financial analysis.
• Support BAS and GST preparation by ensuring financial records are accurate and audit-ready.
• Maintain accurate supplier, customer, project and cost-centre records.
• Assist with financial tracking across freight movements, project logistics activities, commissions, subcontractor costs and operating expenses.

Payroll & People Administration

• Process payroll accurately and on time, including leave, allowances, reimbursements and superannuation obligations.
• Maintain employee records, onboarding documentation, timesheets and leave registers.
• Coordinate payroll information with external payroll, taxation and accounting advisers where required.
• Assist with employment documentation, contractor administration and general people operations.
• Support compliance with payroll, workplace and superannuation requirements.

Commercial & Business Operations

• Support the preparation and administration of tenders, freight quotations, client proposals and service agreements.
• Maintain contract registers, compliance documentation, insurance certificates and supplier records.
• Coordinate office suppliers, IT administration, insurance renewals and general business services.
• Assist with project setup, job administration, commercial tracking and project close-out activities.
• Contribute to the development of reporting dashboards covering cash flow, receivables, tenders, project activity and operational priorities.
• Act as a reliable central point of contact for customers, suppliers, advisers and internal stakeholders.

About You

To be successful in this role, you'll be organised, proactive and commercially minded, with the ability to balance strategic support responsibilities while remaining hands-on across administration and finance functions. You will enjoy being the person who brings structure, accountability and follow-through to a growing business.

Experience & Skills

• Previous experience as an Executive Assistant, Office Manager, Executive Coordinator, Finance Administrator, Bookkeeper or similar senior business support role.
• Strong bookkeeping experience including accounts payable, accounts receivable, reconciliations, invoicing and expense management.
• Practical payroll administration experience, including superannuation and employee record management.
• Experience using Xero or a similar cloud-based accounting platform.
• Strong Microsoft Office and Google Workspace skills, particularly across Excel, Word, PowerPoint and calendar management.
• Excellent written and verbal communication skills.
• High attention to detail with strong organisational and task management capabilities.
• Ability to handle confidential information with professionalism, discretion and sound judgement.
• Proven ability to manage competing priorities while maintaining accuracy and attention to detail.
• A practical, hands-on approach with a willingness to take ownership and contribute wherever required.

Personal Attributes

• Exceptional written and verbal communication skills, with the ability to build professional relationships and engage confidently with stakeholders at all levels.
• Highly organised and detail-oriented, with strong task management skills and the ability to effectively prioritise competing deadlines while maintaining accuracy.
• Professional, discreet and trustworthy, with proven experience handling confidential information and exercising sound judgement.
• Proactive, commercially minded and solutions-focused, with a hands-on approach and the ability to work autonomously while supporting senior leaders and business objectives.
• Adaptable and dependable, thriving in fast-paced environments and motivated by continuous improvement, operational excellence and taking ownership of outcomes.

What's on Offer?

• Join a growing Australian freight, shipping and project logistics business.
• Work directly with senior leadership on a diverse range of commercial and operational initiatives.
• Enjoy a varied role spanning executive support, finance, payroll, commercial administration and business operations.
• Genuine opportunity to influence systems, processes and business growth.
• Professional, entrepreneurial and commercially focused working environment.
• Long-term career growth and increasing responsibility as the organisation continues to expand.

Apply Now

If you're an experienced Executive Assistant looking for a diverse and influential role within a growing Australian business, we'd love to hear from you. Apply today through Partale Talent for a confidential discussion regarding this exciting opportunity.