Executive Assistant

About us

Rider Levett Bucknall (RLB) is a global independent construction, property, and management consultancy that provides a full range of services to maximise value in all areas of the built environment.

Our service areas are Cost Management and Quantity Surveying, Advisory, Project Programming and Program Management and Sustainability and Carbon Solutions.

RLB operates in 36 countries with more than 4,500 different, diverse and amazing people around the world.

In Australia, RLB has a long tradition of delivering expert advice on some of the country’s most iconic projects, including the Sydney Opera House, Queens Wharf Brisbane and Melbourne Park Precinct. We have approximately 500 people working together to make progress happen. We believe that when we bring together the right people doing things the right way, we make progress for our clients and our communities.

Careers at RLB in Victoria

For over 75 years, at RLB in Victoria, we’ve focused on bringing together the right people and doing things the right way. We’re looking for people who share our passion and ambition and want to be part of a diverse workforce embracing new ideas to shape the future of our built environment.

We have a supportive team and offer exceptional benefits to our people, including an active social club, employee events, learning and development support, 12 weeks of paid parental leave, an employee assistance program, employee awards, and much more.

If you’re passionate about contributing to the progress of our communities, RLB in Victoria offers the opportunity to realise your potential and build a thriving career.

The role

We seek an experienced and highly organised Executive Assistant to provide dedicated executive-level support to the Managing Director of RLB in Victoria. This role is critical in enabling the Managing Director to focus on strategic leadership, decision-making, and achieving company goals by ensuring seamless day-to-day operations, priority management, and high-level administrative support.

Additionally, the Managing Director holds board and committee responsibilities at both a Victorian (local) and national level, requiring this role to support governance, meeting coordination, and documentation for key leadership and strategic discussions.

As a trusted advisor and key point of contact, the Executive Assistant will manage complex schedules, correspondence, high-priority tasks, and confidential documentation. The role also requires coordinating tender submissions (RFTs) on behalf of the Managing Director and working closely with an experienced team to deliver high-quality proposals.

While the primary focus is on supporting the Managing Director, this role will also provide secondary support to the Head of Operations, assisting with business processes, quality assurance initiatives, and broader operational coordination across the company. Additionally, the Executive Assistant will collaborate with the wider administrative team, ensuring high standards in document, data, and communication management across the business.

This role requires a seasoned Executive Assistant with a proven ability to anticipate needs, manage competing priorities, and communicate effectively at all levels of the business.

Key responsibilities and attributes

Executive-level support for the Managing Director

• Manage and coordinate the Managing Director’s schedule, proactively anticipating and resolving conflicts, prioritising commitments, and organising travel arrangements.
• Handle high-level correspondence, including managing emails, phone calls, and meeting requests with professionalism and discretion.
• Prepare reports, presentations, and executive documents, ensuring accuracy, consistency, and adherence to corporate standards.
• Support the Managing Director’s governance responsibilities by preparing meeting materials, briefing notes, and tracking key actions for board and committee meetings at both the Victorian and national levels.
• Coordinate board and leadership meetings, including scheduling, agenda preparation, and distribution of minutes or follow-up tasks.
• Act as the Managing Director’s key liaison, maintaining strong relationships with internal and external stakeholders.
• Oversee priority management, ensuring critical tasks and deadlines are addressed efficiently.

Tender and submission coordination (RFTs)

• Prepare and coordinate tender submissions on behalf of the Managing Director.
• Work closely with the Submissions Manager and an experienced team to ensure compliance, accuracy, and timely delivery of high-quality proposals.
• Maintain high-quality documentation and presentation standards for all submissions.

Cross-departmental coordination and deadline management

• Liaise across multiple business units to ensure deadlines are met and priorities remain aligned.
• Maintain an awareness of business activities to anticipate needs and proactively support the leadership team.
• Work within the broader admin team to uphold documentation, data, and communication standards across the company.

Meeting and event management

• Prepare materials for meetings, conferences, and presentations, and take minutes or follow-ups when required.
• Coordinate company events, managing logistics and ensuring seamless execution.

Documentation and compliance

• Ensure all documents are proofread, formatted correctly, and submitted using the appropriate templates.
• Maintain strict confidentiality and ensure documents are stored and filed correctly.
• Support the company’s procurement processes, ensuring compliance with internal policies.

Support for the Head of Operations (secondary responsibility)

• Provide assistance to the Head of Operations in overseeing business processes and quality assurance initiatives.
• Assist with project coordination, operational reporting, and administrative support as required.

Stakeholder and relationship management

• Build and maintain strong professional relationships across the business.
• Ensure a professional, responsive, and discreet approach to all communications.

Problem-solving and initiative

• Proactively anticipate challenges and take initiative in resolving issues before they escalate.
• Apply critical thinking and problem-solving skills to navigate complex situations.
• Continuously seek opportunities to improve processes and increase efficiency.

About you

The ideal candidate will be a highly organised, detail-oriented professional with demonstrated experience in executive-level support. You thrive in a fast-paced, dynamic environment and can manage competing priorities across different business areas.

• Minimum 5+ years’ experience in an Executive Assistant or similar role
• Strong organisational and time management skills
• Outstanding written and verbal communication skills
• Proven ability to manage multiple deadlines and priorities
• Experience handling confidential information with discretion
• High-level proficiency in Microsoft Office 365, ERP/ CRM Software, Adobe, and other task/calendar management software
• Experience with tender submission preparation is highly desirable
• A proactive and solutions-focused mindset – you don’t just solve problems; you anticipate and prevent them

If this role sounds like one you could thrive in, we’d love to hear from you. Please submit your application, addressing the key responsibilities and attributes, via the apply button below.

We’re also excited to share that in a few months, we’ll be moving to 55 Collins Street – a project close to our hearts, located at the Paris end of Collins Street. This move is especially meaningful to us, as we played a role in its inception many decades ago.