The Executive Assistant (EA) will provide high-level administrative support to the Managing Director. This pivotal role ensures the smooth running of the MD’s day-to-day work and personal activities and contributes to the wider team’s success through seamless coordination, communication, and task execution. The EA will act as a trusted gatekeeper, coordinator, and liaison both internally and externally, always maintaining confidentiality and professionalism.

Job Title: Executive Assistant to the Managing Director
Location: Inner North
Reports to: Managing Director
Employment Type: Full Time, 8.30am – 5.30pm
Salary: $85,000 - $100,000 + Superannuation (depending on experience)
Perks: High profile events and team events

Position Overview:
The Executive Assistant (EA) will provide high-level administrative support to the Managing Director. This pivotal role ensures the smooth running of the MD’s day-to-day work and personal activities and contributes to the wider team’s success through seamless coordination, communication, and task execution. The EA will act as a trusted gatekeeper, coordinator, and liaison both internally and externally, always maintaining confidentiality and professionalism.

Key Responsibilities Administrative Support:

• Manage the MD’s calendar, appointments, meetings, and travel arrangements via Microsoft Outlook.
• Monitor and respond to your own personal and MD-specific email inboxes.
• Set and manage reminders for follow-ups, deadlines, and settlement dates.
• Prepare, send, and manage contracts (REIQ) through DocuSign and liaise with internal legal/admin teams as needed.
• Take and distribute minutes from team meetings, follow up on any action items.

Client and Team Liaison:

• Assist with client communications including welcome emails, WhatsApp groups, congratulatory messages.
• Coordinate and facilitate introductions to corporate partners and service providers.
• Support the MD during inspections, client meetings, and related events.
• Reminders to MD and their team for client action points, follow ups, agreements out etc
• Arranging B&P inspections as required
• Deliver keys or settlement gifts on occasion, ensuring exceptional client experience.

Technology & Systems:

• Maintain and update shared Google Sheets and Zoho CRM
• Ensure accurate record keeping and assist with client communication management.
• Create professional proposals using Canva.
• Manage REA adverts and marketing communications.

General Office:

• Coordinate events (EOFY, quarterly awards, Melbourne Cup, Lions Box, etc.)
• Oversee general office care, supplies ordering, and cleanliness.
• Submit receipts and expenses for MD and team to accounts as required.

Personal Support:

• Complete errands for MD including client gift purchasing.
• Arranging personal/family travel, and reservations.
• Assist with personal events and coordination.
• Must hold a full driver's license, have own vehicle, and be comfortable driving a larger luxury 4WD.

Qualifications & Skills Required:

• Proven experience as an Executive Assistant or Personal Assistant, ideally within the real estate sector.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word) and Google Workspace.
• Tech-savvy with the ability to learn new systems (Zoho CRM experience highly regarded).
• Exceptional presentation, communication and interpersonal skills.
• Strong organisational skills with attention to detail and the ability to prioritise effectively and work under pressure.
• Proactive, resourceful, and able to work independently with minimal supervision.
• Confident in liaising with clients and senior stakeholders in a professional manner.
• Creative eye and presentation skills with Canva or similar tools.
• Holds a current real estate certificate or license (preferred).
• Must have a full driver’s license and reliable transport.

Other Attributes:

• High level of discretion and trustworthiness.
• A team player with a positive, can-do attitude.
• Committed to delivering a high standard of service.
• Flexibility to handle occasional after-hours requirements.
• Passionate about real estate, people, and premium service delivery.

To register your details with Ralston Recruitment, please email your CV to
[email protected] or call 0488 790 408
#scr-kasey-young-1

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