Executive Assistant / Office Coordinator

Ripple Concepts Pty Ltd; City of Brisbane; On-site; AUD 85,000 - 110,000; Full time

Job summary

Ripple Group in Teneriffe, Brisbane seeks an Executive Assistant & Office Coordinator to support the Operations Director and Senior Leadership Team. You will manage complex schedules, coordinate meetings and events, handle confidential matters, and oversee head office operations with a focus on efficiency and process improvement.

The role requires a resourceful, proactive professional who thrives in a high-tempo environment, with strong communication skills and the ability to build relationships

Qualifications

• Highly organised and proactive with ability to manage multiple priorities
• Strong communication and interpersonal skills for liaising with leadership and external stakeholders
• Ability to anticipate needs and take initiative in a fast-paced environment

Responsibilities

• Deliver high-level administrative and coordination support to the Senior Leadership Team
• Organise executive meetings, workshops, planning sessions and events, and manage diary/scheduling
• Prepare agendas, papers, presentations and minutes; record decisions and follow-up actions
• Arrange end-to-end corporate travel including airfares, accommodation, and itineraries
• Coordinate executive correspondence, approvals and signatures; handle confidential matters
• Oversee head office operations including reception, meetings, mail, deliveries, catering and supplies
• Identify opportunities to streamline administrative systems and processes and develop templates and guides

Skills

Organised

Communication

Teamwork

Problem solving

Time management

Relationship building

Job description

Executive Assistant / Office Coordinator

Collaborative and supportive team environment

About the role

Ripple Group are looking for a highly skilled and exceptionally organised Executive Assistant & Office Coordinator to support our Operations Director and Senior Leadership Team (as required) while also ensuring the smooth daily operation of our Head Office.

This position extends well beyond the scope of a conventional Executive Assistant role. It calls for a resourceful professional who performs well in a high-tempo setting, handles multiple priorities with confidence, and uses sound judgement and initiative to advance key actions, decisions and business priorities.

Supporting the Operations Director and broader Senior Leadership Team, you will serve as a trusted link between Management, Divisions and external stakeholders. You will help keep critical commitments, deadlines and organisational priorities on course. This senior, hands‑on administrative position is ideal for someone who anticipates next steps, takes responsibility for results, and keeps meetings, actions, deadlines and administrative activities progressing smoothly.

The role also offers scope to identify and champion practical enhancements to Ripple Group's administrative systems and processes, strengthening consistency, accountability and efficiency throughout the organisation.

Who is Ripple Group?

Established in 2004 in Brisbane, Australia, Ripple Group is an experienced, diverse and dynamic team, having been involved in over $30 billion (AUD) of project delivery across Australia, New Zealand, the Pacific Islands and the United Kingdom. The group delivers professional consulting services within the property industry, specialising in all aspects of Development Management, Project Management, Quantity Surveying, Property Sales and Leasing.

What makes working at Ripple so great:

The Culture

supportive leadership, mentoring, collaborative teams.

The People

inclusive, hardworking, fun.

The Opportunity

we play as hard as you do. The opportunity is endless.

A permanent, full‑time position located at our Teneriffe Head Office

Consistent Monday-to-Friday business hours

The opportunity to partner closely with Ripple Group's Senior Leadership Team and contribute to decisions and priorities that shape the organisation

A prominent and influential position providing broad insight into Executive operations, governance and organisation‑wide priorities

Meaningful autonomy and ownership, with the flexibility to shape and develop the role

The chance to lead practical enhancements to administrative systems and processes across Ripple Group

A place within a growing, purpose‑led organisation that creates positive outcomes for the clients it serves

Key responsibilities

Deliver high-level administrative and coordination support across the Senior Leadership Team

Organise Executive meetings, workshops, planning sessions and events, while managing diary and scheduling needs

Compile and coordinate agendas, meeting papers, presentations and minutes, and accurately record decisions and follow-up actions

Arrange end-to-end corporate travel, including airfares, accommodation, vehicle hire, itineraries, amendments and cancellations

Coordinate Executive correspondence, reporting, document review, approvals and signatures as needed

Represent the organisation professionally when engaging with internal and external stakeholders, exercising discretion with sensitive and confidential matters

Oversee the daily presentation and operation of Head Office, covering reception, meeting rooms, incoming mail, deliveries, catering, supplies and general workplace needs

Recognise opportunities to streamline, align and strengthen administrative systems and processes

Create practical workflows, procedures, templates and process guides, and assist teams to adopt them consistently across the organisation

Assist with corporate events, Executive workshops, major internal meetings and onboarding logistics for employees when required

About you

Organised, adaptable and proactive, with a natural ability to bring order to complex situations and keep priority work moving

At ease in a demanding environment where priorities may shift at short notice, and can work confidently with senior leaders while building strong professional relationships

Sound judgement to recognise when to take the lead, when to provide support, and when a respectful challenge, redirection or follow‑up is needed to keep commitments and deadlines on track

Trustworthy, Loyal, Able to Problem Solve, Fast Paced, Ability to think on the spot and high communication skills.

Balance professionalism with humility, willing to step forward and lead, assist others when required, and contribute wherever help is needed

Care about producing work of a high standard and take genuine satisfaction in enabling others to succeed

Previous experience in Consulting/Services and/or Construction will be viewed favourably

Soft Skills We Value:

High Communication.

Teamwork.

Problem solving.

Time management.

At Ripple Group, we value diversity, equity, and inclusion as key to a thriving workplace. We are committed to building a culture where everyone feels welcome, respected, and valued and we encourage your application.

It is a requirement of this role that you can verify your right to work in Australia and provide reference checks upon request. At times you may also be required to undertake background and police checks.