Hiring Profile

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Job Title/Position

• Executive Assistant

Headcount

How many people with this profile do you need to hire?

• 1

Job Responsibilities

Describe the job role and the day-to-day tasks involved.

• Proactively manage and drive Directors’ priorities by maintaining structured task lists, tracking commitments, and ensuring all actions are clearly defined, prioritised, and followed through to completion.
• Provide comprehensive executive support to three Directors, including ownership of complex diary management, structuring of priorities, and active management of competing commitments to maximise executive effectiveness.
• Act as the first point of contact for the Directors, managing correspondence, phone calls, and enquiries with professionalism and discretion.
• Prepare, coordinate, and distribute high-quality documents, reports, presentations, agendas, and briefing papers.
• Manage meeting logistics, including scheduling, room bookings, virtual meeting setup, minute taking, action tracking, and follow up.
• Coordinate domestic and international travel arrangements, including itineraries, accommodation, and expense management.
• Track and follow up on all key actions across the Directors’ portfolios, ensuring deadlines are met and outcomes delivered without reliance on executive prompting.
• Own and actively manage email inboxes and communication channels on behalf of Directors, filtering noise, surfacing critical items, drafting responses for review, and proactively following up on outstanding items - ensuring Directors are never the bottleneck due to inbox overload.
• Present information, decisions, and actions to Directors in a concise, structured, and easy-to-consume format to enable fast and effective decision-making.
• Liaise with internal stakeholders to ensure timely provision of information and completion of actions.
• Build strong working relationships with key external stakeholders, including board members, partners, clients, and suppliers.
• Maintain accurate records, filing systems, and document control in accordance with organisational policies.
• Handle sensitive and confidential information with the highest level of discretion and integrity.
• Support governance requirements, including board and committee processes where applicable.
• Assist with project coordination, tracking deliverables, and supporting strategic initiatives.
• Process invoices, expenses, and other administrative transactions in line with delegated authority and procedures.
• Identify opportunities to improve administrative systems and processes to enhance executive efficiency.
• Provide back up support to other executive support staff as required.
• Provide flexible operational support across the business during periods of lower executive demand, including assistance with general admin, marketing coordination, inventory administration, reporting, or other business functions as required, bringing the same level of initiative and quality to these tasks as to executive support.

Qualifications

Describe the qualifications the staff must have in terms of skills and capabilities

• Undertaken study in Business or related field
• Demonstrated ability to impose structure and clarity on multiple senior leaders, managing competing priorities and driving outcomes in a fast-paced environment.
• Highly developed organisational, time management, and prioritisation skills.
• Exceptional written and verbal communication skills with strong attention to detail.
• High level of professionalism, discretion, and confidentiality.
• Strong interpersonal skills with the ability to build effective relationships at all levels.
• Strong ability to think ahead, anticipate needs, and operate without detailed instruction in ambiguous or unstructured environments.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) and other business systems.
• Ability to exercise initiative, judgement, and problem-solving skills with minimal supervision.

Competencies/Personality Traits

• Professional
• High emotional Intelligence
• Pro-active
• High attention to detail
• Adaptable
• Confident
• Problem solves

Prior Experience

Describe the prior working experience a candidate should have.

• Proven experience (minimum 5 years) in a senior Executive Assistant or Personal Assistant role supporting multiple senior leaders.

Performance Measurement

How can we measure performance for this job profile (KPIs/Metrics/Targets)

• Proactive Priority Management
• Executive Effectiveness (time recovered, decisions enabled)
• Communication Quality & Responsiveness
• Follow-Through & Accountability
• Stakeholder Relationships
• Cross-Functional Contribution
• Initiative & Independent Operation

Working Hours

Describe the work schedule the staff will follow E.g. 9am-6pm AEST.

• Generally, 8 to 5pm AWST (however two of the directors operate primarily remotely)

Reporting to

To whom will the staff be reporting to?

• 3 Directors

Screening & Selection

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Additional Screening

Do you want to add any of your own skill tests or other screening processes?

Hiring Decision Maker

Who from your side will make the hiring decision?

• HR Manager
• Director

Interview Scheduling

Describe when you would be available for phone/video conference interviews.

• Available Monday to Thursday

Training

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Training Process

Please describe your ideas around the training and onboarding process for this job profile

Company Information

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Company Profile

Please provide a comprehensive description/profile of your company

RaptorTech Pty Ltd is an Australian-owned technology company specialising in advanced machine control, mining technology, and digital solutions for the construction, mining, and infrastructure sectors. Founded in 2018, the company is headquartered in Belmont, Western Australia, with additional operations across eastern Australia, delivering technology-driven productivity and safety solutions nationwide.

RaptorTech provides a comprehensive suite of solutions including GPS-guided machine control systems, real-time fleet management, collision avoidance technologies, and mining and operational consulting services. These offerings are designed to improve accuracy, safety, and efficiency in earthworks, excavation, and mining operations. The company serves a broad client base across Australia, supporting both large-scale mining operations and smaller owner-operator businesses.

A key differentiator for RaptorTech is its focus on interoperable, OEM-agnostic technology that can be deployed across multiple machine brands. The company has developed its own proprietary platforms, including RaptorOS for fleet management and telemetry, as well as advanced collision avoidance and automation solutions. RaptorTech is also the exclusive distribution partner for Unicontrol High Precision Machine Control across Western Australia, New South Wales, the Northern Territory, and the ACT, providing local sales, installation, training, and ongoing support.

Backed by a multidisciplinary team of engineers, developers, technicians, and industry specialists, RaptorTech positions itself as a practical, customer-focused technology partner. The company’s approach emphasises rapid deployment, ease of use for operators, and measurable improvements in productivity, safety, and operational performance. Since its establishment, RaptorTech has continued to invest in product innovation and regional expansion to support the evolving needs of Australia’s construction and mining industries.

Website

www.raptortech.com.au

Contact Person

Shalyn Klvana

Email Address

HR@raptortech.com.au

Landline/Mobile

0417 245 365