Executive Support Officer jobs

Egis is a leading global organisation in architecture, consulting, construction engineering, operations and mobility services. We partner with clients to design, deliver and operate smarter infrastructure and places that respond to the world’s evolving needs.

With more than 22,000 employees worldwide, we combine global capability with strong local insight. Our multidisciplinary expertise enables us to deliver innovative, practical and sustainable solutions that help build more balanced, resilient communities.

At Egis, you’ll be part of a business shaping the future of cities, transport, energy and the built environment, creating lasting impact where it matters most.

We are seeking a Business & Project Support Officer to provide high-quality business, administrative and project support to our office and technical teams across Australia and New Zealand. This is a varied dual role, split roughly evenly between business support — keeping our office running smoothly and contributing to a positive, collaborative culture — and project support, assisting our Project Managers and Service Line Leaders across the project lifecycle. The exact balance will flex with your location and the needs of the business.

Reporting to the Service Line Leader and working closely with the Office Leader and Project Managers, you'll be a central point of coordination and a friendly first point of contact, bringing organisation, initiative and attention to detail to everything you do.

You will be responsible for

• Managing day-to-day office operations and facilities, including meeting and greeting visitors, answering calls, coordinating mail and deliveries, and keeping shared spaces presentable
• Supporting office costs and budgets in line with approved Delegations of Authority
• Acting as Health & Safety Lead during emergency events and supporting ESG initiatives, including collecting carbon data towards Carbon Zero certification
• Providing generalist business support, including onboarding new employees, coordinating training, travel and accommodation, and managing expense claims and credit card reconciliation
• Supporting the coordination of office functions, corporate events and social activities, working with the Social Committee to foster a positive team culture
• Planning and scheduling project activities against project plans, in line with established processes and governance
• Supporting Project Leads with project costs, budgets and margins through the proposal and project stages
• Maintaining the CRM throughout the project lifecycle and processing go/no-go decisions, signed proposals, contracts, purchase orders and variations in a timely manner
• Processing invoicing and debtor follow-up, coordinating with suppliers and subcontractors in line with Delegations of Authority
• Preparing project progress reports, supporting tender and bid documentation, and following up on timesheets, approvals and utilisation reporting
• Engaging with internal and external stakeholders, including on client feedback and project completion audits

Ideally, you will bring previous experience in a similar business and project support role within a professional services organisation, along with the organisation and prioritisation skills to juggle a busy and varied workload. In addition, you will also have:

• Highly developed organisation and prioritisation skills, with the ability to work proactively and with minimal direction
• Intermediate MS Office skills (Word, Excel, PowerPoint and Outlook), which are essential to the role
• Well-developed written and verbal communication skills and exceptional attention to detail
• A courteous, polite and professional manner, with excellent personal presentation
• Experience in secretarial or office coordination functions, which would be advantageous
• Resilience and maturity to self-manage your workload and emotions under pressure
• An authentic, collaborative and self-aware approach, with a genuine enjoyment of working with others and building effective relationships
• Initiative, adaptability and a positive, solution-oriented mindset
• Flexibility to occasionally work outside normal hours to meet international time zones

We are open to considering this role on a full-time, part-time or job-share basis. Please let us know of your flexibility requirements.

Egis is committed to creating an inclusive, creative culture that embraces diversity and flexibility. We offer generous parental leave, support flexible work practices and strive to create an environment where employees can connect, collaborate, grow and succeed.

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