Executive Assistant to Managing Director | AI-Driven Ops

Stellar Recruitment; City of Brisbane; On-site; AUD 80,000 - 110,000; Full time

Job summary

Stellar Recruitment is seeking an experienced Executive Assistant to provide leave coverage for the Managing Director within a family office overseeing a diverse group of property businesses in South-East Queensland. This fast-paced role requires high discretion, proactive organization, and the ability to manage upwards when needed.

You will coordinate the MD’s diary, travel, meetings and minutes, support HR and people-related activities, and improve AI-enabled workflows across the business,

Qualifications

• Experience supporting a Managing Director, CEO or senior leader in a fast-paced environment.
• Highly organised with ability to manage a varied workload across executive support and operations.
• Proactive, solution-focused approach with strong communication and relationship-building skills.
• Experience with AI-enabled workflows or technology to improve ways of working is advantageous.

Responsibilities

• Coordinate the Managing Director’s diary, meetings and day-to-day schedule to ensure priorities are managed.
• Proactively manage competing priorities and diary clashes.
• Coordinate travel, appointments, meeting rooms and logistics.
• Prepare and coordinate meeting agendas, briefing papers and minutes.
• Handle confidential information with discretion and professionalism.
• Monitor emails and actions on behalf of the MD.
• Provide broader operational support including HR and people-related activities.
• Support management team to align with business priorities and internal comms.
• Develop strong relationships with stakeholders across property, construction and investment entities.
• Oversee household administration, property and vehicle matters and personal travel arrangements.
• Oversee AI-enabled workflows and technology processes to remain effective.

Skills

Diary management

Travel coordination

Meeting coordination

Discretion & confidentiality

Stakeholder engagement

AI workflow improvement

Driver's license

Tools

Employment Hero

AI tools

Job description

Stellar Recruitment is seeking an experienced Executive Assistant to provide leave coverage for the Managing Director within a family office overseeing a diverse group of property businesses in South-East Queensland. This fast-paced role requires high discretion, proactive organization, and the ability to manage upwards when needed.

You will coordinate the MD’s diary, travel, meetings and minutes, support HR and people-related activities, and improve AI-enabled workflows across the business,