We're reimagining the way Australians live, work, and play. We own and manage some of the most recognisable and loved retail destinations across Australia.

 
We’re evolving our portfolio into destinations that offer a broad selection of retail, residential, and office spaces. Through our diverse portfolio, data-led decision-making, and nationwide development pipeline, we do things differently.

We are Vicinity.

Role purpose

The key purpose of the Executive Assistant is to provide outstanding assistance and comprehensive support to Vicinity Centres’ Chief Legal, Risk & ESG Officer. This role requires a proactive, organised, and detail-oriented individual who handles a wide range of administrative and executive support tasks with high efficiency and confidentiality.

The Executive Assistant serves as a critical communication liaison, managing schedules, coordinating meetings, preparing reports, handling special projects, and facilitating the seamless flow of information between executives and their internal and external stakeholders.

Key Accountabilities

Executive Administrative Support

• Organise and manage the executive's schedule, meetings and travel arrangements
• Create, format, and proofread reports, presentations and correspondence, including coordination and submission of Board and Board Committee papers

Team Administrative Support

• Organise and coordinate team meetings and participate in senior leadership team meetings
• Coordinate papers for Executive Leadership Team meetings
• Provide administrative support to members of the senior leadership team as required
• Develop and support the delivery of induction programs for new members of the senior leadership team
• Provide people leadership to the team’s Administration Assistant, assisting with work allocation and training
• Assist with the organisation of team events including team days and social events
• Manage invoice processing and expense management

Project & Task Management

• Assist in the planning and execution of special projects and initiatives incl resource coordination and the rollout of technology initiatives
• Track and ensure completion of key deliverables and deadlines
• Address and resolve issues that arise in the course of daily operations across the team

Key Role Relationships

• Executive Leadership Team Member
• Executive Leadership Team
• Executive Assistants
• Senior Leaders
• Relevant Business Unit Team Members

Experience & Capabilities

ESSENTIAL EXPERIENCE (what you have done)

• Experience as an Executive Assistant, Personal Assistant, or in a similar role
• Experience working in a corporate environment, preferably within a fast-paced, high-level executive office
• Experience in managing projects and coordinating multiple tasks with conflicting priorities

CRITICAL KNOWLEDGE (what you need to know)

• Understand principles of corporate governance and organisational structure
• Strong knowledge of effective communication strategies for high-level executives
• Strong knowledge in best practices in administrative and office management.
• Understanding of industry practices and standards

CAPABILITIES (what you can do)

• Exceptional organisational abilities, managing multiple tasks and priorities
• Exceptional written and verbal communication skills for clear and professional interactions
• Proficient in Microsoft Office Suite
• Excellent attention to detail to ensure accuracy and quality in all tasks
• Excellent time management skills in order to meet deadlines and manage schedules
• Apply critical thinking and problem-solving skills to address challenges and find efficient solutions
• Strong interpersonal skills and the ability to build and maintain positive relationships with executives, colleagues, and stakeholders
• Ability to handle sensitive information with the utmost discretion and confidentiality
• Ability to adapt to changing priorities and remain flexible in a dynamic work environment
• Ability to utilise proficiency in office software and technology to streamline tasks and processes

PERSONAL ATTRIBUTES (who you are)

You consistently demonstrate and role model the behaviours that bring the Vicinity values to life:

Respect:

• We listen to and acknowledge each other's views
• We have difficult conversations with care

Integrity:

• We back our words with the right actions
• We do the right thing, no matter the situation

Customer Focus:

• We nurture a genuine connection with our customers
• We consider customer needs when making decisions

Collaboration:

• We invite the right people to the table
• We balance consensus with decisive actions

Excellence:

• We always strive to improve
• We share our challenges and celebrate the wins

Why Vicinity?

Our benefits program focuses on creating an awesome place to work in which our people are rewarded and recognised. This includes:

• Flexible working options 
• Birthday leave & purchased additional leave
• $1,000 worth of VCX securities rewarded for eligible team members
• Internal mentoring program
• Generous Parental Leave

We live and work by our values of Respect, Integrity, Customer Focus, Collaboration and Excellence.  They are the foundation to everything we do and provide us a north star with which we can shape meaningful places where communities connect.

At Vicinity we embrace and celebrate diversity and are committed to creating an inclusive work environment where we attract, retain and develop our people regardless of gender identity, ethnicity, sexual orientation, disability and age. Applications are encouraged from all sectors of the community and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community.

Our people and our Employee Advocacy Groups (Gender Balance, Cultural Diversity, Disability & Access and Pride & Allies) actively build community and provide allyship within Vicinity. If you’d like to speak to someone to understand what it’s like firsthand to work here, please reach out to our Talent Acquisition team.

We are aware of current limitations with our website accessibility and are working towards improving this. Should you experience any issues accessing information in this job advertisement or the application form, and require this in an alternate format, please contact our Talent Acquisition Team. Similarly, if you would like to discuss workplace accessibility, any reasonable adjustments we can make to better support you during the recruitment process, or your potential future role please reach out to our Talent Acquisition team:

Email: talent.acquisition@vicinity.com.au

Phone: +61 3 7001 4000 (request to speak to our Talent Acquisition team)

Note: To be eligible to apply for this position, you must have existing, relevant Australian work rights. At the later stages of the recruitment process the shortlisted candidate/candidates will be required to undergo a Criminal History Background/Police Check as a mandatory part of the process. Additional qualification checks may also be required dependant on role and level.