Executive Assistant - Family Office (Part-Time, 20h/wk)

Private Advertiser; Brisbane; On-site; AUD 25,000 - 38,000; Part time

Benefits offered by this job

6 weeks annual leave

Job summary

Private Advertiser in Brisbane, Australia is seeking an Executive Assistant to sit at the heart of a small family office. You will support the office executive and the family, manage day-to-day operations, coordinate property maintenance, handle invoices and banking, and organise travel and board meetings.

This role suits someone who thrives on juggling priorities, values confidentiality, and can coordinate with multiple stakeholders.

Qualifications

• Ability to prioritise workflow and communicate this with staff and family members.
• Exercise discretion and maintain absolute confidentiality in carrying out responsibilities for both the business and family members.
• Valid driver's license and access to a car (usage costs will be reimbursed).
• University educated.
• Understanding of Microsoft Word, Excel and Sharepoint.
• Exposure to Xero and accounts payable preferred but not essential.

Responsibilities

• Office and Property Management
• Answer phones and welcome guests
• Office services coordination – cleaning, mail, security, landscaping, IT, telecoms, subscriptions, repairs and maintenance, maintain office supplies
• Manage residential properties owned by the family, including coordinating and meeting repairs and maintenance, liaise with Tenants, rent collection and engaging external service providers as required
• Executive Assistance: Process invoices, receipts, and payments to Xero and internet banking platforms
• Perform account reconciliations
• Manage office documents and archiving, ensuring online storage is easily accessible
• Assist with investment documentation including investment establishment and information requests
• Arrange quarterly board meetings, including meeting invites, travel and accommodation for board members, catering and ad hoc support
• Coordinate travel for staff
• Charitable Foundation Manager
• Act as the 'Gatekeeper' and first point of contact for potential charities
• Communicate and visit with Charities to collect information on prior donations and progress
• Communicate and visit with Charities to understand upcoming ‘needs’ so the Foundation can consider
• Assist with accounting and administration requirements for the charitable foundation
• Family Assistance
• Assist with repairs and maintenance of family assets, including insurance and other domestic services
• Manage household accounts, telecommunications and coordinate maintenance including cleaners, gardeners, mechanical servicing and repairs
• Support arrangement of servicing and cleaning of vehicles
• Monitor family properties while owners are absent
• Ad hoc tasks as required

Skills

Prioritise workflow

Discretion & confidentiality

Communication with staff and family

Initiative

Education

University educated

Tools

Microsoft Word

Excel

SharePoint

Xero

Job description

Private Advertiser in Brisbane, Australia is seeking an Executive Assistant to sit at the heart of a small family office. You will support the office executive and the family, manage day-to-day operations, coordinate property maintenance, handle invoices and banking, and organise travel and board meetings.

This role suits someone who thrives on juggling priorities, values confidentiality, and can coordinate with multiple stakeholders.