Executive Assistant

Woods & Co; City of Melbourne; On-site; AUD 90,000 - 115,000; Full time

Job summary

Woods & Co Recruitment is seeking an exceptional Executive Assistant to support senior leadership across a busy, multi-state luxury property portfolio. This is a full-time, office-based role with no hybrid arrangements.

You will manage complex diaries, arrange interstate travel, coordinate meetings and prepare presentations, reports and documentation for the executive team. The role sits at the centre of the business, requires discretion, proactive problem-solving and the ability to stay calm

Qualifications

• Experience supporting a Founder, CEO, Managing Director or senior executive.
• Experience within property development, construction, real estate, professional services or another fast-paced environment.
• Exceptional organisation and diary management skills.
• Strong attention to detail and the ability to manage multiple deadlines.
• Confidence dealing with senior stakeholders and high-profile individuals.
• Excellent written and verbal communication skills.
• A proactive, solutions-focused approach.
• Absolute discretion and professionalism.
• The ability to remain calm and composed under pressure.
• A willingness to take ownership rather than wait for direction.

Responsibilities

• Complex diary and calendar management across multiple executives.
• Coordinating interstate travel, accommodation, itineraries and logistics.
• Managing meetings, appointments and shifting priorities.
• Preparing correspondence, presentations, reports and meeting documentation.
• Acting as a key point of contact for internal teams, consultants, clients and external stakeholders.
• Coordinating board, management and project meetings.
• Managing confidential and commercially sensitive information.
• Following up actions and ensuring deadlines and commitments are met.
• Supporting executives across multiple property developments and business interests.
• Assisting with events, functions, project launches and stakeholder meetings.
• General executive administration and ad hoc project support.
• Anticipating issues before they arise and ensuring the day runs as smoothly as possible.

Skills

Executive support

Diary management

Stakeholder management

Communication skills

Discretion and professionalism

Job description

An established and growing luxury property developer is looking for an exceptional Executive Assistant to support senior leadership across a busy, multi-state development portfolio.

This is a high-trust, high-pressure role suited to someone who thrives in a fast-moving environment, enjoys being across multiple priorities at once and knows how to stay two steps ahead.

Working closely with the senior leadership team, you will sit at the centre of the business, managing complex diaries, travel, meetings, correspondence and competing priorities across multiple projects and states.

This is not a hybrid role. The business operates at pace and values having its team together in the office, with this position playing an important part in keeping the executive team organised, responsive and focused.

The Role

Your responsibilities will include:

• Complex diary and calendar management across multiple executives
• Coordinating interstate travel, accommodation, itineraries and logistics
• Managing meetings, appointments and shifting priorities
• Preparing correspondence, presentations, reports and meeting documentation
• Acting as a key point of contact for internal teams, consultants, clients and external stakeholders
• Coordinating board, management and project meetings
• Managing confidential and commercially sensitive information
• Following up actions and ensuring deadlines and commitments are met
• Supporting executives across multiple property developments and business interests
• Assisting with events, functions, project launches and stakeholder meetings
• General executive administration and ad hoc project support
• Anticipating issues before they arise and ensuring the day runs as smoothly as possible

About You

You will be an experienced EA who is comfortable working in an environment where priorities change quickly and expectations are high.

You will ideally bring:

• Previous experience supporting a Founder, CEO, Managing Director or senior executive
• Experience within property development, construction, real estate, professional services or another fast-paced environment
• Exceptional organisation and diary management skills
• Strong attention to detail and the ability to manage multiple competing deadlines
• Confidence dealing with senior stakeholders and high-profile individuals
• Excellent written and verbal communication skills
• A proactive, solutions-focused approach
• Absolute discretion and professionalism
• The ability to remain calm and composed under pressure
• A willingness to take ownership rather than wait for direction

You will naturally be someone who notices what needs to be done and gets it sorted.

The Opportunity

This is an opportunity to join an ambitious luxury property business with projects operating across multiple Australian states.

You will work closely with senior decision-makers and gain exposure to a broad range of developments, transactions and business activities.

The environment is fast, demanding and highly accountable, but for the right person it offers variety, responsibility and the opportunity to become an integral part of the leadership team.

Please note this is a full-time, office-based position and does not offer hybrid working arrangements.

Woods & Co Recruitment is committed to creating a positively diverse and inclusive workforce that values all backgrounds and experiences. We do not discriminate and encourage applications (regardless of age, identity or status) from Aboriginal and Torres Strait Islander peoples, people from culturally and/or linguistically diverse backgrounds, all members and genders of the LGBTQI+ community, and people living with disability.