Executive Support Coordinator

At Ampol, we believe in the Power of Us - the extraordinary power of people to connect, act, and make a difference.   

As a leading energy company operating across Australia, New Zealand, Singapore and the United States, our work spans fuel supply, energy solutions, convenience retail, infrastructure and trading & shipping. Every role at Ampol plays a part in something bigger - powering progress for our customers, communities, and people.   

Your career here is yours to shape. We back our people with real opportunities, the tools to grow, and a culture that rewards ownership and initiative. Whether you’re deepening your expertise or taking on something new, we’ll support you to power a career that works for you.   

We’re building a workplace where everyone feels welcome, respected, and valued - because when people are free to be themselves, powerful things happen. 

About the role 

We are currently recruiting for an Executive Support Coordinator – CEO & Board to join the Ampol team in Sydney. This is a rare opportunity to work with Ampol’s Leadership Team and Board in a highly visible, trusted role. As Executive Support Coordinator, you’ll assist the Executive Support Manager to deliver seamless, proactive executive-level support—helping ensure the smooth running of Ampol’s most senior stakeholders while operating with discretion, precision and professionalism. 

You will promote a consistently high standard of work, with a strong focus on anticipating needs, managing complexity and delivering consistently high standards of executive support. 

 This full-time role is based at our Sydney head office, Alexandria, and requires a minimum of 4 days on-site weekly.  

Key responsibilities 

• Management of calendars identifying links between current commitments and on-going responsibilities and anticipating and planning for future needs 
• Review incoming emails, mail and enquiries and respond to routine communications 
• Preparation of documentation as requested by the Executive Support Manager, including agendas, PowerPoint presentations and development of Excel documents 
• Organisation of internal & external meetings, site visits and town halls. 
• Organise and manage travel arrangements for the MD&CEO, EGM, Group General Counsel and Ampol Board, including expense management using Concur 
• Maintaining comprehensive and accurate records 
• Provide administrative support to the MD&CEO, EGM Group General Counsel and Company Secretary as and when required and/or as directed by the Executive Support Manager. 
• Handle and resolve enquiries and issues from internal and external stakeholders, and escalate to the Executive Support Manager, when necessary 
• Various other ad hoc administrative tasks as required from time to time  

Qualifications & Experience 

• You’re a highly capable executive support professional who thrives in fast-paced, high-trust environments and takes pride in delivering polished, proactive support at the most senior level. 
• Demonstrated experience providing executive-level administrative support, ideally in complex (ASX listed) or senior/executive leadership environments 
• Proven ability to handle sensitive and confidential information with discretion, sound judgement and professionalism 
• Calmness and resilience in high-pressure, ambiguous and rapidly changing environments 
• Strong initiative and problem-solving capability, with an ability to think ahead and anticipate needs 
• Excellent time management, organisation and prioritisation skills, with flexibility to balance competing demands 
• Exceptional attention to detail and a high standard of written and verbal communication 
• Strong interpersonal skills, with the ability to build relationships across all levels and leverage formal and informal networks 
• Experience coordinating events, travel, meetings and projects end-to-end 
• A collaborative team mindset combined with high personal drive and accountability 
• Flexibility to support highly variable work hours when required 
• Advanced proficiency in Microsoft Office, particularly PowerPoint, Word and Excel 

Benefits 

• Our total remuneration is competitive. This is across base salary, a company performance incentive, employee share offers and a 25% discount on Fuel for two privately used cars!  
• We are flexible. Many of our teams have embraced hybrid work, balancing time spent remote working, with time spent at an office to connect and work together where it adds value.  
• We value recognition.  We have an internal recognition platform amplifying the achievements of those who do great work and demonstrate our capabilities and values.  
• Career development and learning opportunities including LinkedIn Learning and other tailored training solutions.  
• Baby Care Package - Financial and flexible support for parents transitioning back to work.  
• Need some wheels? Novated Lease options are available.  
• Leave Options – Flexible leave options include annual leave, wellbeing and bonus days throughout the year and optional additional purchased leave. 
• Care for your Community. Spend one paid day a year volunteering with one of our Ampol Foundation partners.    

Want to take your career to the next level? Apply today.