Department Secretary

Expression of Interest – Department Secretary

We are currently seeking expressions of interest from experienced Department Secretaries for upcoming opportunities.

These positions play a critical role in supporting departmental leaders and teams, ensuring the smooth coordination of administrative, financial and operational activities in a busy environment.

Key Responsibilities

• Provide high-level administrative and secretarial support to Department Managers and leadership teams
• Manage complex calendars, travel arrangements and meeting coordination
• Organise team events, workshops, training sessions and departmental activities
• Coordinate onboarding activities for contractors and new team members
• Maintain departmental records, distribution lists, SharePoint sites and organisational information
• Prepare reports, presentations, correspondence, agendas and meeting minutes
• Coordinate PPE, uniforms, medicals and IT requirements
• Raise purchase requisitions and support procurement activities
• Reconcile corporate expenses and assist with invoice processing and approvals
• Maintain strong relationships with internal stakeholders and external service providers
• Support site administration requirements, including fleet bookings, office supplies and compliance documentation

About You

We are interested in hearing from candidates who can demonstrate:

• Previous experience in a Department Secretary, Executive Assistant, Team Assistant or senior administrative role
• Strong organisational skills with the ability to manage multiple priorities
• Exceptional attention to detail and a proactive approach to problem solving
• Excellent communication and stakeholder management skills
• Ability to work autonomously while contributing to a collaborative team environment
• Advanced Microsoft Office skills, including Outlook, Excel, Word, PowerPoint, Teams and SharePoint

Highly Regarded

• Experience within mining, resources, construction or heavy industry sectors
• Exposure to SAP, Concur, Power BI or similar business systems
• Understanding of procurement, invoice management and expense reconciliation processes

Register Your Interest

If you are an experienced Department Secretary looking to be considered for upcoming opportunities, we encourage you to submit your expression of interest.
At Chandler Macleod, we are committed to fostering a diverse workforce where everyone is welcome. We encourage applications from Aboriginal and Torres Strait Islander peoples, women, neurodiverse, people living with a disability and the LGBTIQA+ community.

You can read more about our commitment to diversity and inclusion at https://www.chandlermacleod.com/diversity-and-inclusion.