Executive Assistant

An exciting opportunity has become available for a highly organised and commercially minded Executive Assistant to provide end-to-end support to a successful entrepreneur across multiple business and investment interests.

This is not a traditional diary-and-inbox EA position. You will work closely with the principal across a substantial Australian property portfolio, sales operations, an international entertainment business and personal executive support.

The ideal candidate will be a proactive operator who enjoys taking ownership, following things through and managing multiple moving parts. Strong Australian property administration experience is particularly important, along with confidence working with numbers, reconciliations and financial administration.

Your responsibilities will span four key areas:

Property Portfolio & Financial Administration

• Assist with the administration of a portfolio of 30+ investment properties across multiple states
• Liaise with property managers, trades, insurers, accountants and other external stakeholders
• Coordinate maintenance, lease renewals, rent reviews and compliance requirements
• Manage insurance renewals, quotes and claims
• Reconcile property statements, invoices and payments
• Assist with bookkeeping and financial administration across multiple trusts and entities
• Maintain accurate portfolio reporting and property records
• Support the administration and onboarding of new property acquisitions

Sales & Business Support

• Manage new prospect bookings and preparation
• Coordinate follow-up throughout the sales process
• Prepare correspondence and post-meeting communications
• Maintain sales trackers, reporting and CRM information
• Assist with commission reporting and reconciliation
• Ensure leads, agreements and outstanding actions are consistently followed through

Executive & Personal Assistance

• Manage a busy calendar across multiple businesses
• Coordinate travel, accommodation and itineraries
• Manage appointments and important personal dates
• Triage emails and correspondence
• Research and coordinate ad hoc projects
• Ensure actions are followed through without requiring constant direction

You will also provide support to an established international entertainment business, assisting with candidate sourcing, contracts, travel documentation, database management and general operational projects.

You will ideally have:

• Previous experience within Australian property administration, property management, a buyer's agency or a property investment environment
• Experience supporting a senior executive, founder or business owner
• Exposure to bookkeeping, reconciliations and multi-entity financial administration
• Strong attention to detail and confidence working with numbers
• Excellent written and verbal communication skills
• Confidence dealing directly with property managers, trades, insurers and other external stakeholders
• The ability to manage multiple priorities across different businesses without dropping the ball
• A proactive approach - you follow things through rather than simply passing them on
• Strong systems and technology capability

If you are an experienced EA or property professional who loves organisation, numbers, problem-solving and genuinely owning outcomes, we would love to hear from you.

Please submit your resume by hitting APPLY or contact me directly:

Zoe Ware
[email protected]
[0488 619 607](tel:0488 619 607)
All applications will be treated with the utmost confidentiality, and only shortlisted candidates will be contacted.