Position Purpose

The Executive Assistant is responsible for providing a high level of administrative support to the Managing Director and the Development Director. This includes coordinating meetings, travel, and events, managing communications and documents, handling confidential information with discretion, and assisting with property development-related functions.

Key Responsibilities

Administrative & Executive Support

· Provide confidential executive support including the preparation of high-quality correspondence, reports, presentations, and essential documentation.

· Diary management and scheduling, ensuring time is used efficiently and urgent matters are prioritised.

· Coordinate meetings, travel, events, and engagements effectively.

· Format and prepare documents, reports, and presentations to a professional standard.

· Draft correspondence and prepare standard letters and schedules.

· Take meeting minutes and ensure timely follow-up on action items.

· Manage expense claims.

· Set up and maintain a well-structured digital and physical filing system.

Strategic & Project Support

· Determine, develop, and manage internal administration processes and workflows across the division to ensure streamlined and effective operations.

· Support the prioritisation and filtering of incoming information and correspondence, ensuring appropriate escalation and delegation.

· Conduct market research and compile information for special projects and reports.

· Research and coordinate initiatives, programs, and projects across the broader team or organisation as required.

· Source, collate, and prepare relevant documentation and background materials for meetings, forums, and conferences.

Stakeholder Management

· Develop and maintain strong working relationships with key internal and external stakeholders.

· Provide efficient and professional client service.

· Liaise with industry bodies to maintain networks and gather relevant information.

Leadership & Teamwork

· Work collaboratively with team members in a cooperative and professional manner.

· Act ethically and in line with company policies.

· Contribute to a productive, customer-focused company culture.

· Demonstrate integrity and a team-first approach in achieving business outcomes.

Quality, Safety & Customer Service

· Ensure professional presentation of the workplace and adherence to OH&S standards.

· Conduct all work legally, ethically, and within the company’s compliance framework.

· Uphold the company’s customer service philosophy and deliver exceptional service to internal and external stakeholders.

Success Metrics

· Timely and professional delivery of executive and administrative support.

· Efficient prioritisation and management of time.

· High-quality documentation and meeting outcomes.

· Positive feedback from internal and external stakeholders.

· Contribution to team efficiency and project outcomes.

Experience & Qualifications

Essential

· Proven experience in a high-level administrative or executive support role.

· Excellent literacy, business writing, and report presentation skills.

· Strong planning, organising, and problem-solving skills.

· Advanced Microsoft Office proficiency.

· Strong customer service orientation.

· Professional communication and interpersonal skills.

· Demonstrated discretion in handling confidential information.

Desirable

· Experience in residential construction and/or property development.

· Experience liaising with internal and external stakeholders to gather information and follow up on deliverables.

Competencies

· Adaptability

· Strong written and verbal communication

· Customer service focus

· Initiative and proactiveness

· Planning and organising

· Professionalism and discretion

Values and Behavioural Expectations

· Deliver on promises and take ownership of outcomes.

· Treat all stakeholders with respect and empathy.

· Champion safety, inclusiveness, and sustainability.

· Demonstrate high ethical standards and always act with integrity.