Vice President Operations jobs

East Melbourne, VIC, AU, 3002

Permanent

IXOM plays a vital part in the lives of tens of millions of people every day. We’re the experts behind the scenes, helping industries, businesses, and local communities thrive.

Our products, services and solutions are used across many end markets, including dairy, agriculture, viticulture, electricity, steel, food and beverage, pulp and paper, mining and construction, and water treatment (just to name a few).

We’re seeking an exceptional Executive Assistant to provide high‑level, confidential support to our Executive Vice President, Group Operations, a key member of IXOM’s executive leadership team with accountability across manufacturing and supply chain operations.

This is a trusted, hands‑on role suited to an experienced EA who thrives in pace, complexity and close partnership with senior leaders.

About your role

As Executive Assistant to the EVP Group Operations, you will be the heartbeat of the EVP’s office — managing priorities, drive for efficient time management, and ensuring seamless executive support across a broad operational portfolio.

You’ll work with senior leaders, internal and external stakeholders, and act as a professional first point of contact, enabling the EVP to focus on strategic outcomes.

Key Responsibilities

• End‑to‑end executive diary and inbox management, including managing complex, fast‑changing schedules
• Planning and coordination of annual and recurring Operations leadership meetings, including agendas and pre‑reads
• Domestic and international travel management, with detailed itineraries
• Acting as a trusted liaison between the EVP and senior internal/external stakeholders
• Preparation and coordination of meeting packs, presentations and papers
• Managing logistics and content for meetings, forums, townhalls and events
• Processing expenses, invoices, purchase orders and maintaining memberships/subscriptions
• Supporting onboarding and offboarding activities for the EVP’s leadership team
• Maintaining, creating and building SharePoint sites, email distribution lists and reporting (e.g. leave reporting)
• Producing accurate meeting minutes and actions, supported by AI tools
• Providing ad‑hoc executive support to senior leaders as required

Who are we looking for?

You’re an experienced Executive Assistant who brings professionalism, discretion and confidence when supporting senior leaders.

You’ll likely bring:

• Demonstrated experience supporting Executive or C‑suite leaders in complex environments
• Strong judgement, confidentiality and discretion
• Exceptional organisational skills with the ability to juggle competing priorities
• Clear, polished written and verbal communication skills
• Confidence engaging with senior stakeholders and cross‑functional teams
• Advanced capability in diary management and travel coordination
• Strong systems knowledge, including Microsoft Office (Outlook), SAP, Concur or similar tools
• A proactive mindset — anticipating needs and solving problems before they arise

Why join IXOM?

• Competitive salary and strong recognition program
• Grow your career - Education assistance and clear pathways for secondments and promotions.
• Flexible working options (4 days in the office) paid volunteering leave and a genuine commitment to workplace giving and diversity.
• Access to a comprehensive Employee Assistance Program and an industry-leading wellbeing program.

This role offers genuine exposure to executive decision-making in a business with scale, complexity and impact.

To Apply

If you’re a highly capable Executive Assistant looking to partner closely with a senior executive and make a real difference behind the scenes, we’d love to hear from you.

Our Process

At IXOM we are committed to employing individuals who align with our values and meet the requirements of the role. As part of the recruitment process, there are a number of checks which may be conducted to demonstrate applicants’ suitability for a role including police / criminal background checks, medical, drug and alcohol testing, and reference checks.

Diverse candidates have diverse needs. During your recruitment journey, information will be provided about adjustment requests. If you require additional support before submitting your application, please contact our Talent Acquisition team.