EA/OM | Contract

POSITION DETAILS:

Position Title

Executive Assistant & Office Manager

Department

Finance - ICT

Location

West Perth

Reports to

Chief Financial Officer

Direct Reports

Administration Assistant

Mobilisation Administrator

Date of Approval

8 September 2026

BCI VALUES:
BCI employees are expected to demonstrate and role model the organisational values.

JOB PURPOSE:

Department Objective:

To develop and operate Mardie Salt Operations in line with the approved BCI Minerals strategy and business plan.

Role Objectives:

To provide high-level executive support to the Managing Director and broader Executive Team. This role also includes responsibility for Office and Mobilisation management, including oversight of related processes and systems, to ensure operational efficiency and seamless coordination of workforce logistics and support functions.

MINIMUM REQUIREMENTS / QUALIFICATIONS AND EXPERIENCE:

Mandatory:

• Minimum 10 years' experience in a similar role, preferably within the mining or resources sector.
• Strong interpersonal, customer service and communication skills, with the ability to communicate effectively both verbally and in writing.
• High level of computer literacy, with strong proficiency across the Microsoft Office 365 suite.
• Previous experience in Company Secretarial processes and administration.
• Previous experience in Public Relations management, including stakeholder and corporate communications.
• Previous experience in office administration and business support.
• A proactive and self-motivated approach, with the ability to work autonomously and exercise sound judgement with minimal direction.
• Excellent time management and organisational skills, with the ability to prioritise competing demands and manage multiple tasks and deadlines.
• Demonstrated experience in leading and managing a team, with a strong understanding of people management and the employee lifecycle.
• Advanced proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, Outlook and SharePoint.
• Knowledge and understanding of workplace safety and environmental management systems.
• Demonstrated experience in budget management, including reviewing, monitoring and reporting against budgets.

KEY SKILLS:

• Strong communication (written and verbal) and excellent interpersonal skills.
• Well-developed conceptual, analytical, and planning skills.
• Well-developed negotiation and problem-solving skills.
• Strong focus on continuous improvement.
• High levels of attention of detail.
• Ability to work in a complex team environment.
• Expertise in coordinating complex schedules, multitasking, and meeting strict deadlines efficiently.
• Proficiency in both verbal and written communication, capable of effectively liaising with all organisational levels and external partners.
• Skilled in Microsoft Office and familiar with board management software, adept at adapting to new technologies to enhance workflow.
• Proven ability to handle sensitive information securely, maintaining privacy and compliance in all communications and documentation.
• Experience in managing and motivating teams, fostering a positive and productive work environment.
• Ability to plan and execute corporate meetings and events, managing all aspects of logistics to ensure successful outcomes.
• High level of attention to detail
• Strong understanding of site access requirements in accordance with Company Policy and procedures.

KEY ACCOUNTABILITIES / RESPONSIBILITIES:

Executive Assistant Support

• Manage the MD's calendar to align with availability, priorities and preferences.
• Undertake appropriate screening and prioritising of internal and external demands (including phone calls, meeting requests etc).
• Manage logistics for MD meetings, including location tidiness, greeting guests and arranging refreshments.
• Ensure materials for general internal and external meetings are distributed at least one-day ahead of meetings.
• Coordinate weekly Executive Team meetings - attend meetings, distribute action list and monitor progress.
• Maintain an orderly MD office - including filing of materials and business cards. Ensure selected new business cards are captured in MD electronic address list.
• Coordinate between Executives and finalise the monthly MD Report to the Board by 15th of each month.
• Prepare slide presentations based on MD and CFO instructions and guidelines.
• Accurate and timely reconciliation of the MD and CFO's credit cards and expense claims.
• Make all international flight arrangements for the company, interstate travel arrangements for the Executive Team, and intrastate arrangements for the MD, CFO and Head of Legal & Tenure.
• Provide assistance to the Executive Team as necessary to meet MD's directives and requirements.
• General administrative support to the Company, including answering corporate office incoming reception calls on a support basis.
• Coordinate all corporate events and executive-level site visits, including full logistical arrangements for VIPs attending site-based or metropolitan functions.

Board and Company Secretarial:

• Collaborate with MD and Company Secretary and ensure Board and Subcommittee agendas and materials are distributed a minimum of 7 working days in advance.
• Support the Board of Directors including administrative support as needed, organising meetings and delivery of Board papers.
• Maintain an efficient Board file storage process on Diligent.
• Provide support to the Company Secretary in organising the Annual General Meeting including booking venues, catering, and attendance on the day.
• Maintain the Board calendar in collaboration with the MD and the Company Secretary.
• Establish and maintain effective working relationships with internal and external stakeholders including consultants, service providers, non-executive directors and board-related representatives.
• Collaborate with MD and CFO on all Investor Relations planning.
• Coordinate conferences and roadshows the company attends or presents at including registration, travel, booth set-up, and presentation material logistics.
• Use Diligent Books to prepare briefing books and record notes for MD's investor meetings.
• Organise MD-approved company functions and events.

Mobilisation Team Leadership:

• Manage the performance, workload, and development of the Mobilisation team.
• Oversee end-to-end mobilisation, ensuring full compliance with licences, medicals, inductions, and travel-readiness, and in accordance with site access requirements.
• Oversee the coordination of all mobilisation logistics including travel, accommodation, hire vehicles, and mobilisation packs.
• Monitor mobilisation dashboards and trackers, identifying issues and proactively resolving delays or bottlenecks.
• Champion INX+Process improvements and automation in collaboration with stakeholders (including HSE, SSE, IT, P&C, and Training teams).
• Ensure effective communication is undertaken with contractors and labour hire providers to ensure efficiency of av workforce mobilisation.
• Support seamless site-readiness and onboarding experiences for all mobilised personnel.
• Set clear performance expectations for personnel and provide regular feedback, coaching, and support to drive accountability and continuous improvement.
• Ensure that the team is demonstrating and aligning to the BCI Values and a culture of high-performance is fostered.
• Ensure that training needs are identified and that all team members are competent to safely perform their roles.

Administration Assistant Management:

• Supervise and support the Administration Assistant in delivering day-to-day office administrative services.
• Ensure office supplies including stationery, kitchen stock and PPE are adequately maintained.
• Oversee general administrative functions including meeting room coordination, catering logistics, and vendor liaison.
• Delegate and prioritise administrative tasks to meet operational and team needs.
• Monitor service quality and implement timely solutions to resolve administrative support challenges or inefficiencies.

Office Management:

• Manage relationships with the building manager and coordinate office maintenance.
• Oversee workstation/ meeting rooms allocation and car bay assignments
• Manage corporate clothing and gifts, including inventory control.
• Maintain common office areas to ensure cleanliness, professionalism, and readiness for guests and team members.
• Renew and manage company memberships and subscriptions.

Corporate and Cross-Functional Collaboration:

• Establish strong working relationships with BCI Board, JV partners, executive management, government officials, and project stakeholders.
• Support wellness initiatives, communication campaigns, and internal engagement activities.
• Collaborate with SLT members to ensure effective support and coordination across corporate functions.

People Leadership:

• Set clear performance expectations for personnel and provide regular feedback, coaching, and support to drive accountability and continuous improvement.
• Ensure that the team is demonstrating and aligning to the BCI Values and a culture of high-performance is fostered.
• Ensure that training needs are identified and that all team members are competent to safely perform their roles.

Health Safety and Environment:

• Ensure BCI health and safety systems and procedures are implemented on the Mardie project site to enable the project to be safely delivered.
• Ensure all work is undertaken in a safe and efficient manner, in accordance with statutory requirements and Company policies & procedures.
• Promptly identify and manage workplace incidents, ensuring appropriate reporting and corrective actions.

Shared Accountability for all employees:

• Demonstrates and aligns to the BCI Code of Conduct, BCI Values, and displays respectful behaviours.
• Actively engage and collaborate with colleagues and support them in achieving the Company's objectives.

You will be required to perform the responsibilities and duties advised to you from time to time in your position description and to comply with lawful and reasonable instructions given in the course of your employment.

The position description may be amended from time to time by the company. You may be required to undertake further duties as directed, commensurate with the full range of your skills, competence and training and having regard for safety.

/ RESPONSIBILITIES: