Executive Assistant and Project Coordinator

Company Description

Founded in the Queensland outback in 1920, Qantas has grown to be Australia’s largest regional, domestic, and international airline. Qantas has a range of subsidiary businesses that support the overall operations of the Group. The Qantas Group’s main business is the transportation of customers and freight using two complementary airline brands — Qantas and Jetstar — operating regional, domestic, and international services.

Job Description

• Take an opportunity to step into a high-impact role, combining executive support with project coordination within the People team
• Be part of a passionate team driving positive culture and strengthening employee engagement
• Permanent full-time opportunity based at Qantas Corporate Campus in Mascot, Sydney

Today, we’re busy planning for tomorrow. We look to the future to guide the way we innovate, helping us stay relevant and responsive in an unpredictable industry.

Our People team works closely with the business to deliver our business and people strategy. We have an unwavering focus on building a flexible and adaptable workforce, driving leadership capability, creating safe workplaces and building a positive employee experience.

As Executive Assistant and Project Coordinator, you will support the Executive Manager People Qantas Airlines & QantasLink. This is a unique hybrid role, combining high-level executive support with project coordination responsibilities - ideal for someone who thrives in a fast-paced environment, enjoys variety and wants to make a meaningful impact on people and culture.

Key responsibilities include:

• Managing complex calendars with efficiency, including scheduling and coordinating internal and external meetings across time zones.
• Proactively preparing high-quality presentations, reports, and documentation with accuracy and attention to detail.
• Drafting routine correspondence and managing timely, appropriate responses to internal and external enquiries.
• Coordinating domestic and international travel, accommodation, and itineraries in line with company travel and expense policies.
• Expense management and coordination – including ensuring timely and accurate action.
• Planning and executing meetings, events, and forums - organising logistics such as venues, catering, and attendee communications, and ensuring all materials are prepared and distributed.
• Handling sensitive information with discretion, maintaining strict confidentiality at all times.
• Supporting people programs and our people team in delivering key programs and initiatives

What you’ll bring to the role:

• Tertiary qualification in Business Administration or a related field is desirable.
• 3-5 years’ experience in a similar executive assistant or high-level administrative role, preferably supporting senior leaders.
• Experience in project coordination or support within HR, organisational development, or people & culture environments is highly valued.
• Demonstrated ability to work with highly confidential information and act with professionalism and discretion.
• An ability to think several steps ahead to identify barriers and act to support the efficient and effective operation of the people team.
• Experience supporting event management, workshops, or corporate programs is advantageous.
• Advanced proficiency in Microsoft Office Suite.

Why Qantas?
You’ll join a team where creativity and passion are encouraged. Our people come together to allow us to dream big and deliver successfully.

There are many different opportunities across our team, which means you’ll be able to grow both personally and professionally at Qantas. Your development is a priority for us – so that you can maintain the high standards our customers have come to expect and can continue to develop over time. You’ll be supported from day 1 with on the job training and coaching as well as our formal training opportunities. While you may start in this role, we’ve got a great track record of supporting our people to take their career in so many different directions, the destinations are endless. 

The Qantas employee benefits program offers amazing benefits that extend well beyond travel.

• We love to travel: Enjoy heavily discounted air travel within Australia and across the globe, both for you and your family and friends, as well as exclusive deals on accommodation and holidays.
• We have flexible leave options: Make use of leave and flexible working opportunities including 18 weeks paid parental leave (plus superannuation payments on all paid and unpaid parental l