An accomplished Australian property developer and manager with over 35 years of industry leadership, recognized for building and managing a diverse portfolio of residential and commercial assets, is seeking a highly skilled Executive Assistant to drive operational efficiency, managing complex schedules, prioritizing critical initiatives, and ensuring seamless execution across multiple projects.

Part-time: 20hours/week

Work Set-Up: Fully remote, Independent Contractor

Work Hours: AEST

Monthly Salary: $560-$800 (depending on experience)

What You'll Be Doing:

As an Executive Assistant, you'll be a right hand, ensuring the business runs seamlessly by keeping schedules, tasks, and communications perfectly aligned, while proactively driving priorities and execution across multiple projects.

Calendar Ownership & Diary Integrity

Own the Principal's calendar end-to-end, preventing double bookings and conflicts
Ensure tasks are properly managed in ClickUp, not misused as calendar placeholders
Keep the schedule optimized to protect focus on strategic priorities

Task Management & Follow-Through

Maintain a single trusted task management system (ClickUp) for all commitments
Capture, clarify, and track tasks, including sub-delegated work and external consultants
Ensure nothing falls through the cracks—follow every task to completion

Delegation & Load Distribution

Delegate work to appropriate internal or external resources efficiently
Track delegated work to ensure timely and high-quality outcomes

Executive Support & Accountability

Proactively follow up on commitments and deadlines
Hold the Principal accountable to priorities and agreed actions
Intervene when needed to clarify, reschedule, or reprioritize tasks
Ensure all work is completed thoroughly—no half-done or dropped items

Inbox & Communication Management

Manage inbox flow, filtering messages by urgency and importance
Draft, organize, and track key communications
Protect the Principal from unnecessary interruptions to maintain focus on core objectives

Documentation & Content Support

Create and edit documents, PDFs, and presentations
Produce newsletters and simple designs using Canva or similar tools
Support email marketing campaigns and newsletter distribution

Email Marketing & Tools

Create, manage, and send newsletters via GoHighLevel or Mailchimp
Maintain mailing lists, ensuring accurate scheduling and follow-ups
Assist with basic automation and workflow management

Research & Ad-Hoc Support

Research real estate, construction, tenders, and suppliers
Support project coordination and information gathering
Organize and consolidate information for ongoing projects

Who You Are:

With 5+ years of proven experience as an Executive Assistant, Personal Assistant, or in a similar high-level support role
Strong calendar management and task prioritization skills, with a track record of keeping executives organized and on track
Proficient in Canva for creating newsletters, presentations, and simple documents
Experience with GoHighLevel and other email marketing platforms
Hands-on experience managing email campaigns, newsletters, and audience communications
Comfortable leveraging ChatGPT and other AI tools to enhance efficiency and productivity
Strong documentation skills, including PDFs and structured reports
Excellent written and verbal English, with the ability to communicate clearly and professionally
Confident communicator capable of providing constructive pushback, seeking clarity, and effectively managing up.
Highly organized, detail-oriented, and assertive when needed to ensure priorities are met

Nice to Have:

Experience in real estate, property development, or construction
Familiarity with ClickUp or other project management platforms
Exposure to automation, productivity, or workflow optimization tools

Recruitment Process:

Initial Interview
Client Interview
Offer and Onboarding

Executive Assistant (Real Estate)