Executive Assistant

Do you have what it takes to support executives with correspondence, scheduling, and stakeholder management? Can you bring meticulous attention to detail, sound judgment, and the ability to deliver under pressure and critical deadlines? If your answer is yes, WE WANT YOU! We are looking for a highly skilled Executive Assistant to oversee correspondence, scheduling, and the overall management of administrative tasks for the Team. This staff member will report directly to the Team Leader and Manager of the Turnkey Shared Services (TSS) division. As An Executive Assistant, Your Duties And Responsibilities Include INBOX AND CORRESPONDENCE Manage a high-volume Gmail inbox: triage, prioritize, label, and archive accordingly so urgent items can easily be located Draft, review, and send correspondence on the executive’s behalf with a consistent, professional tone Flag items requiring the executive’s personal attention and handle the rest independently and appropriately Maintain a follow-up system to ensure no email, request, or commitment is left unanswered CALENDAR AND SCHEDULING Own and maintain the executive’s Google Calendar, including scheduling, rescheduling, and resolving conflicts. Coordinate meetings across multiple Australian time zones and with international stakeholders. Protect blocks of uninterrupted time for deep technical work. Set up Google Meet links, circulate agendas, prepare briefing materials, and ensure the executive is prepped before each meeting. Capture minutes and action items, then track them through to completion. CALLS AND STAKEHOLDER MANAGEMENT Act as a professional first point of contact for directors, principals, and business owners across the SMSF, financial planning, accounting, real estate, and property sectors. Place calls and follow up with clients, vendors, and internal contacts as directed Screen, route and log incoming calls, and take accurate and complete messages Build and maintain an organized, up-to-date contact database, including relationship context and history Handle communication with senior external stakeholders with confidence, tact, and appropriate formality DOCUMENTS AND ADMINISTRATION Maintain an orderly filing structure in Google Drive with consistent naming conventions Prepare documents, reports, and presentations using Google Docs, Sheets, and Slides Process expense reports, timesheets, invoices, and reimbursements Arrange domestic and international travel: flights, accommodation, ground transport, and itineraries Track deadlines, renewals, deliverables, and issue reminders in advance PROJECT AND TEAM SUPPORT Track action items arising from project and development meetings and follow up with owners Maintain status trackers and simple reports as required Coordinate with other teams and stakeholders on the executive’s behalf GENERAL Handle a significant volume of confidential and commercially sensitive information (client data, financial details, and project material) with absolute discretion. Adapt to shifting priorities and absorb new responsibilities as projects evolve. Perform other duties and work-related actions assigned by the Team Leader (TL) and the Head of TSS, within reason. Qualifications Must have a Bachelor’s Degree in any field. Business Administration, Office Administration, Communication, or a related course is an advantage. Prior experience as an Executive Assistant, Personal Assistant, Virtual Assistant, or in a senior administrative role is strongly preferred. Exceptional candidates with less experience but clear aptitude will be considered. Genuinely eager to learn and actively seeks growth and difficult work over comfort and predictability. This matters more to us than any single line on your CV. Smart, quick to learn, and resourceful. Able to pick things up with minimal handholding and figure out what needs doing without being told twice. Strong multitasking ability; Should be able to manage inbox, calendar, calls, and project follow-ups all at once without letting any of them drop. Composure under pressure; Should be able to stay accurate and level-headed when it gets busy. Flexible and available during critical project phases, including extended hours and occasional weekend work. Excellent written and verbal English for corresponding directly with Australian clients on the executive’s behalf. Proficient in Google Workspace (Gmail, Google Calendar, Drive, Docs, Sheets, Meet). Familiarity with MS Office is a plus. Knows what to elevate, what to handle independently, and when to ask appropriately. Meticulous attention to detail, especially under pressure and tight deadlines. Proactive and anticipatory: identifies problems and prepares solutions before being asked. Comfortable working within a technical, software-driven environment and willing to learn relevant terminology. High level of discretion, professionalism, and integrity. A substantial amount of confidential client and commercial information passes through this role, and absolute trustworthiness is a baseline expectation. Willing to learn, adapt, and undergo training as required. Willing to be assigned to Clark. #J-18808-Ljbffr