Executive Assistant

SummaryWe’re looking for an experienced, professional Executive Assistant to support our Chief Executive Officer and Chief Operating Officer ensuring their time, focus and resources are optimised for driving the organisation's vision and strategy. This role provides seamless administrative and operational support, managing the CEO and COO schedules, coordinating meetings and ensuring correspondence is managed appropriately. Japanese language skills will be beneficial for this position. Serving as the primary point of contact for internal and external stakeholders, the Executive Assistant represents the CEO's office with professionalism and discretion. Key responsibilities:

The position demands exceptional organisational skills, attention to detail, and the ability to anticipate and address the needs of the CEO and COO, enabling them to lead effectively and achieve the organisation's strategic goals. Executive Support: Prepare and distribute weekly reportsProactively create and prepare presentations for the CEO and COO Generate resource plans, draft update and manage data and chartsBoard Meetings:

coordinate and review board meeting tasks, organise and manage meetings, coordinate and prepare agendas for executive leadership meetingsAdministrative Management pf credit claims, property managers, visitors and general documentation management across CEO, Finance, Legal and executive teamsManaging the CEO and COO calendar with precision and foresightCoordinating domestic and international travel arrangements, itineraries, travel documents, car hire, travel bindersPreparing agendas, presentations, and logistics for meetingsPrepare and edit documents, reports, and executive briefingsMaintain and organise sensitive documents with confidentiality, accuracy and discretionImplement secure systems for data management and information storageAttend and support Strategic Meetings and reportingCommunication management ensuring clear communication between CEO, COO and internal / external stakeholdersSupport financial admin such as expense reporting, budget tracking, and invoice approvalsCoordinate VIP visits and manage all aspects of executive hospitality.

Coordinate CEO’s professional development, memberships, and event attendanceAbout You: You’re someone who thrives in an Executive Assistant position and enjoys organising, administrative management and stakeholder engagement . You have strong emotional intelligence, a proactive mindset, and a natural ability to anticipate needs before they arise.

Previous experience as an Executive AssistantJapanese communication skills highly valued Excellent written and verbal communication skillsProficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)Strong time management, planning, and organisational skillsA sense of ownership, initiative, and pride in creating a positive team cultureGreat attention to detail and follow-throughWhy This Role? This is more than a support role, it’s an opportunity to work closely with the executive team. You’ll be part of a team that values collaboration, trust, and a good dose of fun along the way.

If you're ready to bring your skills and energy to a dynamic Executive Assistant role —we’d love to hear from you. About Daifuku Oceania Daifuku Oceania is a subsidiary of Daifuku, a global business with over 13,000 employees worldwide, delivering material handling automation, self-service technology, and intralogistics solutions to our partners worldwide. We are proud of our reputation as leaders within the aviation and logistics sectors, highly regarded for our technology and digital innovation. Daifuku Oceania has offices in New Zealand, Australia, and Malaysia, employing 500 exceptional people to provide our clients end-to-end solutions and customer care globally.

Our Company Values Our Core Values are essential to our business. It defines our culture and is what sets us apart. Think Safe Act Safe Home SafeOutstanding Service and Value to the CustomerRespect and Trust for Each OtherTo Look Beyond the ObviousHaving funDaifuku is your FutureIf you are looking for a positive development opportunity where you will be supported towards a rewarding career, we would love to hear from you. Please note we aim to review applications as they are received - therefore encourage you to apply at your earliest opportunity.