Senior Administrator & Executive Assistant to the General Manager

Rivtow MarineRivtow Marine is a specialist towage services provider engaged by a major resources company to operate a large fleet of escort and harbour tugs and associated infrastructure in Port Hedland, Western Australia. Rivtow Marine is a subsidiary company of the Riverside Marine Group, which is a privately owned group of companies with almost 100 years of operations experience in Australia. The Riverside Marine Group of companies operate a variety of marine-based businesses around Australia, with operations and offices in Brisbane, Townsville, Hay Point, Perth, and Port Hedland.  Closing Date:  4 December 2025Location: Port Hedland, WA (residential only)Employment Type: Full TimeSalary package: Competitive remuneration (+ super + residential allowance for eligible candidates)Residential, ALTA, STI and 5 weeks of annual leave for eligible candidatesPosition PurposeRivtow Marine is seeking to appoint a Senior Administrator and Executive Assistant to the General Manager, reporting to the General Manager, for its operations in Port Hedland, WA. The successful candidate will be a self-starter with excellent organisational and interpersonal skills, who is enthusiastic, reliable, flexible, and able to work with some autonomy.  Duties and responsibilities include, but are not limited to:Executive SupportServe as the primary point of contact for the General Manager, managing communications and correspondence with internal teams and external stakeholders.Maintain and manage complex calendars, including scheduling meetings, coordinating travel arrangements, and prioritising competing demands.Prepare agendas, briefing materials, and presentations for meetings and events.Accurately record and distribute meeting minutes, ensuring timely follow-up on action items.Handle confidential information with the highest level of integrity and discretion.Administrative ManagementOversee day-to-day office operations, ensuring efficiency and compliance with organisational standards.Coordinate internal and external reporting obligations, including compiling data and preparing reports.Manage accommodation and property requirements for staff and visitors.Support onboarding processes for new employees and contractors, ensuring a seamless experience.Escalate IT issues and liaise with technical teams to resolve problems promptly.Monitor and maintain document management systems (Shared Drive, Smartsheet, SharePoint), ensuring accuracy and accessibility.Stakeholder EngagementBuild and maintain strong relationships with internal teams, external partners, and service providers.Act as a liaison between the General Manager and key stakeholders, ensuring clear and timely communication.Core Responsibilities:Provide high-level administrative support to the General Manager and the Team.Manage and maintain calendars, ensuring efficient scheduling and prioritisation.Coordinate internal and external reporting obligations.Take accurate and timely meeting minutes.Organise accommodation and property requirements for staff and visitors.Assist with onboarding of staff and contractors.Escalate IT issues promptly and liaise with relevant teams.Monitor and maintain document management systems (Shared Drive, Smartsheet, SharePoint).Apply continuous improvement principles to office processes.Participate in the QHSE Field Leadership Program.Build and maintain strong relationships with external stakeholders.Continuous ImprovementIdentify opportunities to streamline administrative processes and implement best practices.Participate in organisational initiatives such as the QHSE Field Leadership Program to promote safety and quality standards.Technical Skills:Extensive knowledge of Microsoft Office 365 suite, including Excel, Word, PowerPoint, and Outlook.Ability to learn and adapt to new systems and programs.Qualifications and ExperienceFormal qualification in Office Administration or Executive Assistance preferred but not essential.Proven experience in a similar role supporting senior leadership.Demonstrated ability to manage multiple priorities in a fast-paced environment.Current Driver’s Licence.Personal AttributesProfessional, proactive, and adaptable.Excellent interpersonal and communication skills.High level of discretion and confidentiality.Strong problem-solving ability and initiative.If you believe this is you, please forward your current resumé with a detailed cover letter by clicking ‘apply for this job’ and answering the few questions.Applications close 4 December 2025, 5:00pm AWST; however, we may close applications earlier.Rivtow Marine is an equal opportunity employer and offers industry-competitive salary packages with appropriate allowances that reflect the role's location.  To learn more about Rivtow Marine, click here.Rivtow MarineAlways Ready - Always Safe - Always on Time