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
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