Executive Assistant to the Principal

An exceptional opportunity exists for an experienced Executive Assistant to provide dedicated support to the Principal Licensee across a group of three established Townsville businesses.

The group comprises Ray White Townsville, the largest real estate business in the region; Townsville Maintenance and Gardens, a property maintenance operation servicing residential and investment properties; and Queensland Real Estate Training, a registered training organisation delivering real estate licensing training and continuing professional development to licensed agents across Queensland.

Operating across three distinct businesses generates significant volume and complexity. This role has been created to bring structure and control to that workload, and to allow the Principal to focus on the strategic direction of the group.

The position reports directly to the Principal Licensee and works closely alongside them. In addition, the successful applicant will provide executive and administrative support to a small number of key personnel holding senior positions across the group, assisting with the coordination, correspondence and organisational demands attached to those roles.

The successful applicant will operate with a high degree of autonomy, will be trusted with confidential and commercially sensitive information, and will be expected to anticipate requirements rather than simply respond to them.

Key responsibilities

Executive support

Daily management of the Principal's inbox, including triage, prioritisation and drafting correspondence on their behalf

Diary and calendar management across all three businesses, including managing meeting requests and safeguarding time for priority work

Arranging flights, accommodation, conference attendance and travel itineraries

Preparing agendas, briefing notes and follow-up actions for meetings

Drafting internal communications, including the weekly team email

Monitoring commitments, deadlines and follow-ups across the group

Support to key senior personnel

Providing diary, correspondence and administrative support to senior leaders across the group as required

Coordinating travel, training and conference attendance for senior personnel

Preparing documents, reports and presentations for leadership and team meetings

Scheduling and coordinating leadership meetings, and circulating agendas, minutes and action items

Acting as a central point of coordination between the Principal, senior personnel and the wider teams

Balancing and prioritising requests from multiple senior stakeholders

Townsville Maintenance and Gardens

Allocating jobs to tradespeople and contractors, and managing the schedule

Raising quotes and invoices, and following up outstanding payments

Liaising with clients, suppliers and property managers on job progress

Maintaining job records and reporting

Queensland Real Estate Training

Organising key stakeholder appointments

Assisting with market research and product placement

Co-ordinating and assisting Co-director as and when required

Business and office support

Expense reconciliation, receipts and liaison with our bookkeeper and accountant

CRM reporting (VaultRE)

Coordinating marketing collateral, social media scheduling and brand compliance across all 3 businesses

Coordinating team events, awards nights and client functions

Occasional personal and lifestyle administration

Selection criteria

Proven experience as an Executive Assistant, Personal Assistant or in a senior administration role, ideally supporting a business owner or executive

Exceptional organisational ability and proven capacity to manage competing priorities

Experience supporting multiple senior stakeholders concurrently, with the judgement to prioritise appropriately between them

Outstanding written communication skills, with the ability to correspond on behalf of the Principal

Absolute discretion and a demonstrated record of handling confidential information appropriately

A proactive approach, with the initiative to identify and action requirements independently

Strong technical capability across Microsoft 365 or Google Workspace, accounting software such as Xero, and CRM systems

Confidence liaising with contractors, clients, agents and suppliers

A current driver's licence and reliable vehicle

Highly regarded (but not essential)

Real estate industry experience

Experience with VaultRE, Xero, or RTO/training administration

Bookkeeping or invoicing experience

What is on offer

A varied and genuinely engaging role spanning three distinct businesses

Direct exposure to the operations and strategic decision-making of a market-leading business

A high level of autonomy and ownership of the role

A supportive, high-performing team culture

65,000 - 85,000 plus superannuation, negotiable based on experience

Modern Townsville office / on-site parking / phone and laptop provided

Some Flexibility in working remotely on offer (to be discussed further during interview)

How to apply

Applications should include a current resume and a brief cover letter addressing two points: the areas of the role the applicant would take ownership of first, and an example of a problem they identified and resolved before it reached their manager.

Only shortlisted applicants will be contacted. / Applications will be reviewed as they are received and early application is encouraged.