Executive Assistant

Fixed Term Role (9 months with potential extension to 12 months) parental leave cover.

Rider Levett Bucknall (RLB) is a global independent construction, property and management consultancy with a reputation for delivering trusted advice and creating value for our clients. With a legacy spanning over 75 years in Victoria and over 240 years globally, we are proud of our collaborative culture, technical excellence, and commitment to shaping the built environment.

At RLB, our work is underpinned by our core values: Truth | Trust | Together | Tomorrow. These values guide how we work with our clients and each other fostering integrity, collaboration, and a forward-thinking mindset.

The Executive Assistant is a crucial part of our support team providing invaluable support to our board of Directors and reporting into our Head of Operations. This partnership enables the board to focus on strategic leadership, decision-making & achieving company goals.

This role operates across a diverse range of areas including providing support to tender and submissions, events management, calendar & scheduling, project & committee support as well as RLB's procurement processes. In addition, the successful candidate will be supporting the delivery of our RLB Global Conference in 2027.

Key Responsibilities & Attributes:

• Coordination of the Managing Directors schedule, anticipating & managing conflicting appointments, managing travel arrangements, emails and phone calls ensuring priority tasks are addressed in a timely manner.
• Ensuring all documents are proof-read, using the appropriate templates, submitted on time and filed appropriately. The management of all documentation with discretion and confidentiality is vitally important in this role.
• Assisting with special projects, committees and initiatives which may involve research, analysis & coordination. Collaborating with the key stakeholders to ensure deliverables are met on time by ensuring priorities are clear & critical items are addressed.
• Arranging and preparing materials for meetings, conferences and presentations and if required attending meetings to take notes & follow up on tasks.
• Coordinating and managing the logistics for company events as directed.
• Building strong relationships with both internal and external stakeholders is important.
• An ability to quickly gather information and exemplary interpersonal skills is essential.
• This role requires exceptional organisational skills including time management, an ability to manage complex calendars and schedules and effectively track competing tasks, priorities and deadlines.
• This role requires someone who is proactive in anticipating needs and managing problems which may arise.
• An ability to creatively deal with complex situations and find efficient and innovative solutions is required.

About You:

The ideal candidate for this role will be someone who can work autonomously to a high standard, while still balancing relationships and collaborating in a fast-paced team environment. You will have proficient skills in Microsoft Office 365, Co-pilot, Dynamics, Adobe & other calendar and task management technology. You will consistently look at not only solving problems or efficiency gaps but also find ways to work smarter not harder. You will have an interest in exploring how AI can be utilised to work more efficiently in your role.

Why Join RLB?

At RLB, our people are at the heart of everything we do. We foster a culture of collaboration, innovation and continuous improvement, where employees are empowered to make a meaningful impact.

We offer:

• The opportunity to work with a strong and respected global brand.
• A state-of-the-art, 6 Star Green Star-rated workplace in the prestigious Collins Place, designed to support the wellbeing, connection and day-to-day experience of our people.
• A forward-thinking environment that embraces technology, digital innovation and new ways of working.
• A collaborative culture with an active calendar of social, training and wellbeing events.