Executive Support Coordinator

Full job description
Executive Support Coordinator
About Pacific Labour Mobility Support Program
The Pacific Australia Labour Mobility (PALM) scheme is a signature initiative for the Australian Government that enables workers from + Pacific Island Countries (PICs) and Timor- Leste to work in priority sectors in Australia. The Pacific Labour Mobility Support Program’s (PLMSP) role is to provide the Department of Foreign Affairs and Trade (DFAT) and governments in + PICs and Timor-Leste with support to enable workers to access PALM scheme in inclusive ways that maximise the benefits for the workers and national economies while minimising risks from labour mobility participation. Palladium is contracted to deliver PLMSP on behalf of DFAT.
This Opportunity
The Executive Support Coordinator will be responsible for providing comprehensive, high-level executive support to the Team Leader and two Deputy Team Leaders of the Pacific Labour Mobility Support Program. This role is critical to the efficient and effective operation of the program leadership, ensuring seamless administrative and logistical coordination, managing key communications, and delivering professional written outputs for program sponsors and stakeholders. The Executive Support Coordinator will play a pivotal role in maintaining strong organisational flow, anticipating needs, and proactively addressing administrative challenges within a dynamic program environment.
This is a fixed term opportunity required to September 2028.
The Executive Support Coordinator will be responsible for:
Organise and coordinate high-level meetings, workshops, and events including stakeholder coordination.
Provide secretariat support to senior level meetings including preparing agendas, circulating pre-reading materials, taking accurate minutes, and tracking action items.
Manage complex calendars and scheduling for the Team Leader and Deputy Team Leaders, including coordinating internal and external meetings, appointments, and travel arrangements.
Facilitate support from the broader Operations Team for workshop and meeting logistics.
Prepare and process expense reports, travel requisitions, and other administrative forms in accordance with Palladium Group policies and program guidelines.
Maintain highly organised electronic and physical filing systems, ensuring efficient retrieval of critical documents and information.
Act as a primary point of contact for internal and external stakeholders, screening and directing communications as appropriate.
Manage communications from Senior Leadership Team, including news briefs and important announcements.
Draft, edit, and proofread high-quality professional correspondence, memos, reports, presentations, and other documents for internal and external audiences, often under tight deadlines.
Prepare and format reports to be submitted to the program sponsor (e.g., DFAT or other relevant government body), ensuring accuracy, adherence to templates, and professional presentation.
Manage incoming and outgoing communications, prioritising and flagging urgent matters for leadership attention.
Assist in the preparation of program briefings, communication materials, and stakeholder updates.
Facilitate program approvals and authorisations.
Support the team in managing program deadlines and deliverables by providing timely reminders and follow-ups.
Undertake ad-hoc administrative tasks and special projects as required to support program objectives.
We are seeking an individual who:
Minimum 5 years' work experience in similar project support or Executive Support roles.
A demonstrated ability to build respectful, productive and sustainable working relationships with a variety of stakeholders (including partner governments, civil society and the private sector) and working together to achieve results.
Tertiary qualifications in a relevant discipline or an equivalent combination of relevant experience and/or education.
Understanding of project coordination software such as Microsoft Teams, MS Word, MS Excel and Office 365.
Proven ability to work on multiple activities/projects simultaneously and adapt to new work priorities as they change.
Advanced written and verbal communication skills.
High level of professionalism and confidentiality.
Excellent organisational and project management skills, including an ability to initiate and follow up tasks, work independently, and prioritise and monitor progress.
We are committed to building a diverse, geographically dispersed workforce to maximize our support. We encourage applications from candidates from Pacific Island countries, Timor-Leste, and across Australia. You must have valid Australian or country specific work rights to be considered for this position - visa sponsorship is not available.
We strongly encourage people with disability to apply. Disclosing about your disability will not negatively affect your application. Please tell us as much as you feel comfortable for us to work with you about the appropriate adjustments that you might need. If you would like further information or assistance with this, please contact recruitment@plmsp.com.au .
How to Apply
To apply visit https://thepalladiumgroup.com/careers
Please submit your application online, including your CV and brief cover letter, outlining your suitability in line with the requirements of the position.
Closing date: Monday 16th June 2025
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About Palladium
Palladium is a global leader in the design, development, and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 4,000 employees operating in +0-plus countries and a global network of over 35,000 experts, we help improve economies, societies, and, most importantly, people's lives.
Equity, Diversity Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status. Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.
Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.
 
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