Executive Assistant

At Hail Creek, everything we do is about developing our people, optimising our asset and improving our future. We positively impact our people and communities. We strive to be industry leaders – the Mine of Choice. It’s a culture that fosters pragmatic outcomes where things happen quickly. We promote those ‘out of the box’ ideas to continuously improve and no day is ever the same. With a large and passionate workforce of over 1,000 people, there is a great opportunity for you to contribute and make an impact.

Glencore is committed to providing an environment that adheres to the Respect at Work Legislation.

Job Description

Event Management:

• Organise, coordinate, and promote a range of employee-focused events, such as:
  • Team Days,
  • Strategy Workshops,
  • Special milestone and celebratory events and ceremonies,
  • Family Days, and
  • Other corporate functions.
• Coordinate all site visits, ensuring smooth logistics and communication with corporate stakeholders, joint venture partners, vendors, and other key visitors.
• Schedule, organise, and minute meetings, workshops, and other leadership events as required.
• Participate in project teams either as a contributing member or team lead, depending on the nature of the task
• Manage and administer the employee event budget, ensuring all activities are cost-effective and aligned with organisational goals.

Communication:

• Assist with the preparation and review of media releases as directed by the Operations Manager and corporate media advisors.
• Draft, edit, and manage high-level correspondence and ensure timely dissemination of leadership communications to staff.
• Provide high-level executive assistance to the Senior Leadership Team, including:
  • Prioritisation of meetings, deadlines, and competing demands
  • Coordination and preparation of monthly, quarterly, and ad hoc reports, financial documents, and presentations
  • Manage and monitor email communications on behalf of executives, drafting responses and identifying priority matters.
  • Act as the primary point of contact for internal and external stakeholders engaging with the SLT.
• End to end coordination of meetings, workshops and other events including bookings, catering, room set-up, distribution of invitations and other preparatory materials as required.
• Develop, maintain, and improve administrative systems and documentation to support operational efficiency.
• Conduct research and information gathering from internal and external sources as requested, which may require analysis, interpretation, and summary reporting.
• Coordinate site communications and memorandums.

Travel and Logistics:

• Coordinate domestic and international travel arrangements, including flights, accommodation, itineraries, and any supporting documentation.
• Support HR recruitment function by organising site visits and interviews.
• Support Commercial function by reconciling travel expenses.
• Oversee the pool car function onsite.

Reporting:

• Compile and distribute corporate reports.
• Prepare meeting minutes and agendas

Other:

• Oversee PPE account and site merchandise orders