Executive Assistant (EA to MD)

Project Partners; Gold Coast City; On-site; AUD 70,000 - 120,000; Full time

Job summary

Greyburn, a respected construction and property development organisation on the Gold Coast, is seeking an Executive Assistant to provide comprehensive support to the Managing Director. You will manage complex calendars, coordinate meetings, prepare reports, and ensure confidentiality across multiple teams and functions.

The role requires handling travel, communications, and documentation with high professionalism, coordinating with clients, suppliers, and internal stakeholders.

Qualifications

• Minimum 5 years’ experience in an Executive Assistant or senior administrative role.
• Experience in the construction, property development, or real estate sectors is advantageous but not essential.
• Proficient in Microsoft Office suite including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong organisational skills with the ability to manage multiple priorities under pressure.
• Excellent communication skills with a professional telephone manner.
• Experience managing complex schedules and maintaining high-level confidentiality.
• Familiarity with AI applications such as Claude or Copilot is highly desirable.

Responsibilities

• Efficiently manage the Managing Director’s calendar including scheduling meetings, venues, catering, and documentation preparation.
• Prioritise and handle incoming communications, screening calls and visitors professionally.
• Produce and manage high-quality documents including letters, reports, and presentations with attention to accuracy and detail.
• Maintain both electronic and hard copy filing systems to ensure organised record keeping.
• Conduct research and respond to queries as delegated, keeping the Managing Director informed on progress and outcomes.
• Coordinate business travel and accommodation logistics for the Managing Director and team.
• Act as a professional liaison to internal teams and external stakeholders, including clients, suppliers, and contractors.
• Assist with personal and confidential matters for the Director as requested.
• Coordinate meetings and communications across multiple projects and business entities.
• Support administrative needs across departments such as HR, Legal, Marketing, Finance, and Construction as necessary.
• Organise corporate events and functions in partnership with the Admin/Marketing team.
• Integrate AI technologies and emerging tools to streamline workflows and improve productivity.

Skills

Executive support

Calendar management

Stakeholder liaison

MS Office

Confidentiality

AI tools awareness

Job description

Executive Assistant (EA to MD)

Greyburn is a respected construction and property development organisation located in Southport. Through the continued growth of the business, Greyburn is seeking to appoint an Executive Assistant in a new role that will provide comprehensive executive support to the Managing Director. This newly created position offers the opportunity to join a dynamic team where your organisational expertise and proactive approach will positively impact the daily operations and ongoing strategic initiatives of the business.

About the Role

As the Executive Assistant to the Managing Director, you will be the pivotal point for managing professional and personal commitment through diary and calendar management, coordinating internal and external meetings, and facilitating effective communication across the construction and property development teams. Your responsibilities will include extensive diary and email management, stakeholder liaison, preparation of reports, and ensuring confidentiality in dealing with sensitive information. You will also coordinate travel arrangements, prepare documentation such as presentations and award submissions, and support team cohesion across the efficient operation of multiple business functions.

Key Responsibilities

• Efficiently manage the Managing Director’s calendar including scheduling meetings, venues, catering, and documentation preparation.
• Prioritise and handle incoming communications, screening calls and visitors professionally.
• Produce and manage high-quality documents including letters, reports, and presentations with attention to accuracy and detail.
• Maintain both electronic and hard copy filing systems to ensure organised record keeping.
• Conduct research and respond to queries as delegated, keeping the Managing Director informed on progress and outcomes.
• Coordinate business travel and accommodation logistics for the Managing Director and team.
• Act as a professional liaison to internal teams and external stakeholders, including clients, suppliers, and contractors.
• Assist with personal and confidential matters for the Director as requested.
• Coordinate meetings and communications across multiple projects and business entities.
• Support administrative needs across departments such as HR, Legal, Marketing, Finance, and Construction as necessary.
• Organise corporate events and functions in partnership with the Admin/Marketing team.
• Integrate AI technologies and emerging tools to streamline workflows and improve productivity.

Qualifications & Experience

• Minimum 5 years’ experience in an Executive Assistant or senior administrative role.
• Experience in the construction, property development, or real estate sectors is advantageous but not essential.
• Strongly proficient in Microsoft Office suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong organisational skills with the ability to manage multiple priorities under pressure.
• Exceptional communication skills with a professional telephone manner.
• Experience managing complex schedules and maintaining high-level confidentiality.
• Demonstrated ability to work independently and as part of a team.
• Familiarity with AI applications such as Claude or Co-Pilot is highly desirable.

Personal Attributes

Greyburn values people who are flexible, adaptable, and resilient, with a strong sense of accountability and integrity. You will be solutions-oriented, reliable, punctual, and motivated to excel in a professional environment. The ability to maintain confidentiality and act with discretion at all times is paramount.

This is an excellent opportunity to contribute to a well-established, dynamic and growing development and construction company as a key support to senior leadership. If you are seeking a challenging role where your executive support skills will be valued and enhanced, consider joining the Greyburn team. Contact *****@projectpartners.com.au for more information.