Executive Assistant Corporate Coordinator

About Energy One

Energy One is a publicly listed leader in energy trading software, boasting over 15 years of experience in delivering mission-critical services to wholesale energy, environmental, and carbon trading markets. We stand as the largest provider of 24/7 operational energy services in Australia and the second largest in Europe.

Our innovative technology supports a diverse client base, ranging from agile start-ups to major global energy enterprises. We empower them to navigate a rapidly evolving industry, shaped by critical climate goals, the integration of renewable energy, and inherent market volatility.

Role Purpose

Reporting to the Global Head of Corporate Services, the Executive Assistant Corporate Coordinator will play a pivotal role in supporting executive-level management. This involves efficiently managing administrative tasks, facilitating communication, and ensuring smooth operations across the organisation.

This position demands a proactive individual with exceptional organisational skills, meticulous attention to detail, and the ability to handle confidential information with the utmost discretion.

Please note, this role is a fixed-term parental-leave contract for 6–12 months.

Job Requirements

• Proven experience (5+ years) in an administrative or executive support role (EA), preferably within a corporate environment.
• Excellent communication skills, both written and verbal, enabling effective interaction with individuals at all levels.
• Proficiency in office productivity software, specifically O365, with a strong focus on PowerPoint, SharePoint, Teams, and Word.
• Demonstrated experience with calendar and email management tools, particularly Outlook.
• Strong organisational skills with the capacity to multitask, prioritise tasks, and consistently meet deadlines in a fast-paced environment.
• Unyielding discretion and integrity when handling confidential information.
• Adaptability and resourcefulness, with the ability to prioritise work requests from diverse sources.
• Exceptional attention to detail and a high degree of accuracy in all work performed.
• A proactive mindset, including the ability to anticipate needs and take initiative to address them.
• Professional and confident demeanour, capable of representing executives and the organisation positively.
• A Bachelor's degree in business administration, management, or a related field is preferred, but not strictly required.

Job Responsibilities

Executive and Leadership Support:

• Provide comprehensive support to the executive leadership team and Directors, including complex calendar and scheduling management across multiple time zones.
• Coordinate domestic and international travel for leadership team members, Board members, and designated staff.
• Manage the coordination of Board, leadership team, and investor meetings, including AGMs, Board meetings, and leadership sessions.
• Provide in-person support on Board and key leadership meeting days as required.
• Proactively manage priorities, scheduling conflicts, and time-sensitive requests on behalf of executive leadership.
• Coordinate Board reporting, agendas, and meeting packs, ensuring accuracy, consistency, and timely distribution.

Communication and Coordination:

• Act as a liaison between department heads, and external partners, facilitating communication and ensuring alignment on key initiatives.
• Coordinate logistics and operations for meetings, conferences, and special events, including venue booking, travel, catering, and audiovisual equipment setup as requested by your manager.
• Collaborate with other administrative staff to streamline processes and enhance organisational efficiency.
• Communicate organisational updates, announcements, and directives to relevant stakeholders as directed by executives.

Other Support:

• Assist in the planning, execution, and monitoring of special projects and initiatives led by your manager.
• Using the methodology and framework provided, track project timelines, milestones, and deliverables, providing regular updates to executives and stakeholders.
• Conduct research, gather data, and prepare presentations or reports to support decision-making processes.

Confidentiality and Discretion:

• Handle sensitive information with the utmost confidentiality and discretion, adhering to privacy regulations and organisational policies.
• Maintain confidentiality of executive discussions, documents, and correspondence, exercising sound judgment in all interactions.
• Maintain existing security measures to safeguard confidential information, both in digital and physical formats.

Job Benefits

Why Work for Energy One?

• Flexible hybrid work environment.
• Modern office environment.
• Work with diverse and inclusive teams.
• Be part of a growing global business.

Energy One promotes diversity, inclusion and equal opportunity.

Key skills/competency

• Administrative Support
• Executive Assistance
• Corporate Coordination
• Calendar Management
• Travel Management
• Communication Skills
• Microsoft O365
• SharePoint
• Time Management
• Confidentiality