Executive Assistant

Woods & Co Recruitment; Melbourne; On-site; AUD 85,000 - 110,000; Full time

Job summary

Woods & Co Recruitment is seeking an exceptional Executive Assistant in Melbourne to support senior leadership across a busy, multi-state development portfolio. The role suits someone who thrives on speed, stays two steps ahead and keeps executives organized under pressure.

You will manage complex diaries, travel, meetings and correspondence, coordinating with internal teams, consultants and external stakeholders.

Qualifications

• Experience supporting a Founder, CEO or senior executive.
• Experience in property development, construction, or real estate.
• Excellent organisation and diary management.
• Able to manage multiple deadlines and priorities.
• Confident with senior stakeholders and high-profile individuals.
• Discretion, professionalism and calm under pressure.
• Proactive, solutions-focused approach.

Responsibilities

• Manage complex diaries and calendars across multiple executives.
• Coordinate interstate travel, accommodation and itineraries.
• Schedule meetings and adapt to shifting priorities.
• Prepare correspondence, presentations and reports.
• Act as key contact for internal teams, clients and stakeholders.
• Coordinate board, management and project meetings.
• Handle confidential information with discretion.
• Follow up actions and meet deadlines.
• Support executives across multiple developments and interests.
• Assist with events, launches and stakeholder meetings.
• General executive admin and ad hoc project support.
• Anticipate issues and keep the day running smoothly.

Skills

Executive support

Diary management

Stakeholder management

Attention to detail

Communication skills

Discretion

Ownership

Calm under pressure

Founder/CEO support

Fast-paced environments

Job description

Executive Assistant

• Melbourne
• Administration & Office Support

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.

For a confidential discussion, contact Caitie Woods on 0421 827 803.

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.