Executive Assistant

Aland; Parramatta; On-site; AUD 85,000 - 120,000; Full time

Job summary

Aland in Parramatta, NSW seeks an experienced Executive Assistant to support two Executives with a focus on executive support, property and leasing coordination, and day-to-day administrative tasks.

The role requires discretion, initiative, and the ability to manage complex calendars, communications, and stakeholder relationships across business and personal affairs. Experience with board responsibilities and not-for-profit activities is a plus.

Qualifications

• Minimum 5 years' experience in a similar Executive Assistant or Business Support role.
• Experience in property, real estate, or leasing coordination highly regarded.
• Proven track record supporting C-level executives.

Responsibilities

• Manage complex calendars, diary entries and appointments.
• Filter and prioritise emails and other communications.
• Prepare and draft correspondence, reports, meeting minutes, presentations and tender submissions.
• Organise and coordinate internal and external meetings, including agendas, minutes and action tracking.
• Handle expense claims, billing and invoicing.
• Provide personal assistance on travel, property, family appointments and confidential matters.
• Support executives on board responsibilities, including charity and not-for-profit boards.
• Coordinate communication between agents, solicitors and stakeholders in leasing and sales processes.
• Field and manage leasing enquiries and execute leasing deals across retail assets.
• Monitor property-related budgets and provide expenditure/income reporting.
• Liaise with property managers and act as a central contact point for tenant communications.
• Assist with marketing campaigns, listings, and asset promotions.
• Draft, proofread and manage internal/external communications with professionalism.

Skills

Executive support

Calendar management

Communication

Discretion

Stakeholder management

Project coordination

Board support

Tools

Microsoft Office Suite

CRM systems

Cloud file management

Job description

We are looking for an experienced, highly organised, and resourceful Executive Assistant to provide dedicated support to two Executives in a dynamic and evolving environment. This role requires a confident professional who can seamlessly manage a diverse range of responsibilities, including executive support, property and leasing coordination, and day-to-day operational administration.

Acting as a trusted advisor and first point of contact, the Executive Assistant will play a critical role in ensuring the smooth running of both business and personal affairs. The ideal candidate will demonstrate discretion, foresight, and initiative—effectively acting as a gatekeeper, anticipating requirements, and enabling the Executives to operate at their highest level of impact.

Key Responsibilities:

Executive Support:

Manage complex calendars, diary entries, and appointments.

Filter and prioritise emails and other communications.

Prepare and draft correspondence, reports, meeting minutes, presentations, and tender submissions.

Organise and coordinate internal and external meetings, including agendas, minutes, and action tracking.

Handle expense claims, billing, and invoicing.

Provide personal assistance on travel, property, family appointments, and confidential matters.

Support the Executive on tasks related to board responsibilities, including charity and not-for-profit boards.

Property, Leasing & Sales Coordination:

Manage exchanges, settlements, and agency agreements.

Coordinate communication between agents, solicitors, and stakeholders throughout leasing and sales processes.

Field and manage all leasing enquiries and execute leasing deals across convenience-based retail assets.

Handle renewals, re-leasing strategies, casual leasing opportunities, and negotiations to maximise rental income.

Monitor property-related budgets, accounts, and provide reporting on expenditure and income.

Supervise and liaise with property managers and act as a central point of contact for tenant and stakeholder communications.

Marketing & Communications:

Liaise with the marketing team to support campaigns, listings, and asset promotion.

Draft, proofread, and manage both internal and external communications with professionalism and consistency.

Organise and oversee events ranging from 20 to 100+ attendees, ensuring seamless execution.

Administration & Compliance:

Maintain accurate records, CRM systems, electronic files, and databases.

Prepare, format, and file key documentation with precision.

Ensure adherence to compliance requirements, including risk identification and escalation protocols.

Perform general administrative tasks such as photocopying, scanning, mail distribution, and document retrieval.

SKILLS, KNOWLEDGE and EXPERIENCE:

• Exceptional organisational and time-management skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy.
• Ability to build trusted relationships across multiple stakeholder groups.
• Comfortable working independently and exercising sound judgment.
• Ability to handle sensitive and confidential information with discretion.
• Proactive and resourceful – anticipates needs and takes initiative.
• Strong commercial acumen, particularly in property and leasing environments.
• Adept in Microsoft Office Suite, CRM systems, and cloud-based file management.
• Minimum 5 years' experience in a similar Executive Assistant or Business Support role.
• Experience in property, real estate, or leasing coordination highly regarded.
• Proven track record supporting C-level executives.
• Event and meeting management experience.
• Understanding of legal and compliance processes related to property and business operations is a plus.