Executive Assistant

Stellar Recruitment; City of Brisbane; On-site; AUD 80,000 - 110,000; Full time

Job summary

Stellar Recruitment is seeking an experienced Executive Assistant to provide leave coverage for the Managing Director within a family office overseeing a diverse group of property businesses in South-East Queensland. This fast-paced role requires high discretion, proactive organization, and the ability to manage upwards when needed.

You will coordinate the MD’s diary, travel, meetings and minutes, support HR and people-related activities, and improve AI-enabled workflows across the business,

Qualifications

• Experience supporting a Managing Director, CEO or senior leader in a fast-paced environment.
• Highly organised with ability to manage a varied workload across executive support and operations.
• Proactive, solution-focused approach with strong communication and relationship-building skills.
• Experience with AI-enabled workflows or technology to improve ways of working is advantageous.

Responsibilities

• Coordinate the Managing Director’s diary, meetings and day-to-day schedule to ensure priorities are managed.
• Proactively manage competing priorities and diary clashes.
• Coordinate travel, appointments, meeting rooms and logistics.
• Prepare and coordinate meeting agendas, briefing papers and minutes.
• Handle confidential information with discretion and professionalism.
• Monitor emails and actions on behalf of the MD.
• Provide broader operational support including HR and people-related activities.
• Support management team to align with business priorities and internal comms.
• Develop strong relationships with stakeholders across property, construction and investment entities.
• Oversee household administration, property and vehicle matters and personal travel arrangements.
• Oversee AI-enabled workflows and technology processes to remain effective.

Skills

Diary management

Travel coordination

Meeting coordination

Discretion & confidentiality

Stakeholder engagement

AI workflow improvement

Driver's license

Tools

Employment Hero

AI tools

Job description

The Opportunity:

An exciting opportunity is available for an experienced Executive Assistant to provide leave coverage, supporting the Managing Director within a family office overseeing a diverse group of property businesses.

This is a fast-paced, high-trust role where no two days will look the same. You will be responsible for keeping the Managing Director organised, on schedule and focused, while helping manage changing priorities across the day.

The role will suit someone who is proactive, highly organised and confident enough to respectfully manage upwards when required.

Key Responsibilities:

• Coordinate the Managing Director’s diary, meetings and day-to-day schedule, ensuring priorities are managed effectively and commitments run smoothly.
• Proactively manage competing priorities, diary clashes and changing commitments.
• Coordinate travel, appointments, meeting rooms and associated logistics
• Prepare and coordinate meeting agendas, briefing papers and minutes
• Handle confidential and sensitive business and personal information with a high level of discretion, professionalism and judgement.
• Monitor emails, correspondence and key actions on behalf of the Managing Director
• Provide broader operational support across the business, including selected HR and people-related activities alongside executive support responsibilities.
• Coordinate closely with the management team to support business priorities, internal communication and day-to-day operational requirements.
• Partner with stakeholders across property, construction and investment businesses developing strong relationships and a deep understanding of each entity.
• Provide trusted support across a range of matters including coordination of household-related administration, property and vehicle matters, and personal travel arrangements.
• Oversee and maintain established AI-enabled workflows, systems and technology processes, ensuring they remain effective, accurate and aligned with business needs.

About You:

To be successful, you will ideally have previous experience supporting a Managing Director, CEO, Executive or senior leader in a busy environment.

• Highly organised, with the ability to manage a varied workload across executive support, operations and people-related priorities.
• Strong diary, calendar and schedule management skills, with confidence coordinating complex and competing commitments.
• Excellent prioritisation skills and the ability to navigate multiple moving parts in a fast-paced environment.
• Brings a proactive and solutions-focused approach.
• Strong communication and relationship-building skills, with confidence engaging across senior management, employees and external stakeholders.
• High level of discretion when managing confidential business and personal matters.
• Experience with Employment Hero or similar systems advantageous
• Experience with AI, technology and improving ways of working
• Holder of a full driver’s licence

What’s On Offer:

• Desirable salary with a great career opportunity to grow your career.
• 12-month fixed-term contract potential longer-term opportunities for the right person.
• Full handover with the current EA before maternity leave
• Work alongside an industry leader who has delivered award winning properties across South-East Queensland.
• Monday to Friday, 8:00am – 5:00pm
• Full-time, office-based role