Executive Assistant for a small family office

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

Executive Assistant for a small family office

A multi-generational family office requires an Executive Assistant to sit at the heart of its operation. This is a key role supporting both the office executive and members of the family, managing the day-to-day running of the business while also looking after the needs of the family. No two days are the same: one moment you might be coordinating the office's operations, the next organising cleaners and maintenance for a family household, arranging insurance for the property portfolio, or bringing order to the network of service providers who look after the office and the family. It suits someone who enjoys juggling many priorities, takes pride in getting the details right, and wants to be a trusted, valued part of a small and close-knit team.

Key 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

About you

Ability to prioritise workflow and communicate this with staff and family members. No two days are the same, so this role requires someone who can manage multiple tasks and take initiative

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

Compensation

This role is permanent part-time, 20 hours per week with flexibility for extra hours as needed on occasion

The selected candidate would be expected to be in office five days per week, however we are open to discussing what times of day suits you best

6 weeks annual leave per annum FTE (our office is shut for 2 weeks over the Christmas / New Year period)