About the role

Ultimate Planning Solutions is seeking a highly organised, experienced, and proactive Executive Assistant to provide dedicated support to the Company Director . Based in our Southport, Queensland office, this full-time position offers the opportunity to work closely with the Director and play a vital role in the smooth and efficient operation of the business.

As Executive Assistant, you will be responsible for managing a wide range of executive-level and administrative tasks to ensure the Director’s time is optimised and business priorities are effectively delivered. Your role will encompass calendar and email management, meeting coordination, preparation of correspondence and reports, and liaison with clients, councils, and consultants. You will also provide key support to the broader planning team, assisting with project documentation, planning submissions, fee proposals, and general office coordination.

This is a dynamic, fast-paced role requiring a high level of discretion, attention to detail, and the ability to manage multiple tasks and stakeholders. It offers variety, responsibility, and the opportunity to contribute meaningfully to a boutique consultancy that values professionalism, flexibility, and collaboration.

What you'll be doing

Managing the Director’s calendar, appointments, and travel arrangements, etc

Drafting correspondence, reports, and client documentation

Coordinating meetings, taking minutes, and following up on action items

Supporting project coordination and liaising with clients, councils, and consultants

Handling confidential and time-sensitive information with discretion

Assisting with administrative duties related to planning applications and submissions

Assisting with the administrative duties of managing incoming phone calls, preparation of fee proposals and invoicing

Maintaining files and project records with high accuracy and attention to detail

What we're looking for

Previous experience as a Personal or Executive Assistant (experience in town planning, property, construction or legal industries is advantageous)

Exceptional organisational and time-management skills

Strong communication skills – both written and verbal

High proficiency in Microsoft Office Suite (Word, Excel, Outlook)

Proficiency with Xero accounting software

Ability to multitask and prioritise in a deadline-driven environment

A keen eye for detail and commitment to quality

Friendly, professional, and proactive attitude

Understanding of or interest in town planning is highly desirable

What we offer

At Ultimate Planning Solutions, we are committed to providing our employees with a supportive and fulfilling work environment. In addition to a competitive salary, we offer a range of benefits including:

Exposure to diverse and exciting planning projects across the Gold Coast and beyond

Work closely with a passionate and experienced Director in a respected local consultancy

Supportive and professional team culture

Growth and development opportunities

Modern office space located in a convenient and accessible location

About us

Ultimate Planning Solutions is a leading town planning and development advisory firm serving clients across Queensland. Our team of highly skilled professionals is dedicated to delivering innovative and sustainable solutions that shape the communities of the future. We pride ourselves on our collaborative approach, technical expertise and commitment to excellence.

If you are an experienced Executive Assistant who is passionate about supporting the town planning industry, we would love to hear from you. Please apply now to be considered for this exciting opportunity.