Rivtow Marine

• Serve as the primary point of contact for the General Manager, managing communications and correspondence with internal teams and external stakeholders.
• Maintain and manage complex calendars, including scheduling meetings, coordinating travel arrangements, and prioritising competing demands.
• Prepare agendas, briefing materials, and presentations for meetings and events.
• Accurately record and distribute meeting minutes, ensuring timely follow-up on action items.
• Handle confidential information with the highest level of integrity and discretion.

• Oversee day-to-day office operations, ensuring efficiency and compliance with organisational standards.
• Coordinate internal and external reporting obligations, including compiling data and preparing reports.
• Manage accommodation and property requirements for staff and visitors.
• Support onboarding processes for new employees and contractors, ensuring a seamless experience.
• Escalate IT issues and liaise with technical teams to resolve problems promptly.
• Monitor and maintain document management systems (Shared Drive, Smartsheet, SharePoint), ensuring accuracy and accessibility.

• Build and maintain strong relationships with internal teams, external partners, and service providers.
• Act as a liaison between the General Manager and key stakeholders, ensuring clear and timely communication.

Core Responsibilities:

• Provide high-level administrative support to the General Manager and the Team.
• Manage and maintain calendars, ensuring efficient scheduling and prioritisation.
• Coordinate internal and external reporting obligations.
• Take accurate and timely meeting minutes.
• Organise accommodation and property requirements for staff and visitors.
• Assist with onboarding of staff and contractors.
• Escalate IT issues promptly and liaise with relevant teams.
• Monitor and maintain document management systems (Shared Drive, Smartsheet, SharePoint).
• Apply continuous improvement principles to office processes.
• Participate in the QHSE Field Leadership Program.
• Build and maintain strong relationships with external stakeholders.

Continuous Improvement

• Identify opportunities to streamline administrative processes and implement best practices.
• Participate in organisational initiatives such as the QHSE Field Leadership Program to promote safety and quality standards.

Technical Skills:

• Extensive knowledge of Microsoft Office 365 suite, including Excel, Word, PowerPoint, and Outlook.
• Ability to learn and adapt to new systems and programs.

Qualifications and Experience

• Formal qualification in Office Administration or Executive Assistance preferred but not essential.
• Proven experience in a similar role supporting senior leadership.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Current Driver’s Licence.

Personal Attributes

• Professional, proactive, and adaptable.
• Excellent interpersonal and communication skills.
• High level of discretion and confidentiality.
• Strong problem-solving ability and initiative.

Applications close 4 December 2025, 5:00pm AWST; however, we may close applications earlier.

Rivtow Marine is an equal opportunity employer and offers industry-competitive salary packages with appropriate allowances that reflect the role's location.  To learn more about Rivtow Marine, click here.

Rivtow Marine

Always Ready – Always Safe – Always on Time