Office Coordinator & Executive Assistant

Ingwersen & Lansdown; Gold Coast City; On-site; AUD 65,000 - 90,000; Full time

Job summary

Ingwersen & Lansdown on the Gold Coast seeks an organised Executive Assistant to support the Directors and Partners, manage diaries, travel and communications, and help run the office of about 30 staff.

The role touches marketing, IT coordination, supplier management and events, with a focus on initiative, creativity and adopting new AI-powered tools to boost productivity.

Qualifications

• Prior experience as an Executive Assistant, Admin/Office Coordinator, or Project Coordinator.
• Advanced Microsoft 365 skills and ability to coordinate IT with external consultants.
• Strong written and verbal communication; discretion with sensitive information.
• Proactive, ownership-driven with the ability to manage multiple tasks.

Responsibilities

• Provide executive support to Directors/Partners, including drafting letters and correspondence.
• Coordinate meetings, diary management, travel arrangements and internal communications.
• Maintain office operations, facilities, relationships with suppliers, and records.
• Support marketing/creative projects using Canva and AI tools to bring ideas to life.
• Coordinate staff events, culture initiatives and continuous improvement projects.

Skills

Organisational skills

Attention to detail

Time management

Clear communication

Proactive problem-solving

Tools

Microsoft 365

Canva

AI tools (e.g., Copilot, ChatGPT)

IT troubleshooting

Job description

Are you highly organised, have great attention to detail, and enjoy working in a role with variety? Then we would love to meet you!

About Us

Our beachside office is home to two businesses: Ingwersen & Lansdown Solicitors and Ingwersen & Lansdown Securities Limited.

Both entities are privately owned with a strong focus on client service, people and culture.

Ingwersen & Lansdown Solicitors

Ingwersen & Lansdown have been providing experienced legal advice to clients since 1974.

Our areas of practice include:

Buying & Selling Property in Queensland

Ingwersen & Lansdown Securities Limited

ILSL have been a private lender for over 25 years and are specialists in Mortgage Investments. The Fund loans up to $25 million to developers secured by First Mortgages. Since 1999, ILSL has successfully managed over $2 billion of invested funds in First Mortgage Investments and is licensed by ASIC as a Responsible Entity for the purposes of Corporations Law.

About the Role

We want you to bring your organisational skills, enthusiasm and energy to this role supporting our Executive Team and assisting with the day-to-day running of our office of approximately 30 staff.

This is a diverse role that touches many areas of the business. While the responsibilities are broad, they arise at different times throughout the month and year, making it ideal for someone who enjoys variety, takes initiative and thrives in a dynamic environment.

There is also a creative element to the role, with opportunities to use Canva and other digital tools to bring marketing and business ideas to life.

We value innovation and are increasingly embracing AI-powered technologies across our business. The successful candidate will be comfortable learning and adopting new technologies that improve productivity, communication and efficiency.

Key Responsibilities

Executive Assistance

• Provide administrative support to Directors and Partners, including drafting letters, emails and other correspondence.
• Coordinate meetings and diary arrangements.
• Coordinate and manage business travel arrangements, including flights, accommodation, car hire and itineraries.
• Prepare internal communications, staff updates and business announcements.
• Conduct research and reviews to assist with business decision-making.
• Handle confidential information with discretion and professionalism.

Office Operations

• Coordinate the smooth day-to-day running of the office, including facilities, maintenance, repairs and office equipment.
• Maintain a professional, organised and welcoming workplace.
• Manage relationships with suppliers, contractors and service providers, acting as the main point of contact for the business.
• Source new suppliers and services, obtain and compare quotes and negotiate pricing and service arrangements with new and existing providers.
• Manage the business insurance renewal process, including gathering required information and preparing and submitting renewal documentation on behalf of the business.
• Maintain organised and accurate business records and documentation.
• Act as the key point of contact between the business and our off-site IT provider, coordinating IT matters, assisting with troubleshooting and ensuring issues are addressed and resolved.
• Liaise with telecommunications, software and other technology providers.
• Assist staff with basic technology and practice management software troubleshooting and support.
• Coordinate employee onboarding and offboarding, including technology, system and security access requirements.
• Assist with process and system improvements.

Marketing & Creative Projects

• Assist with website updates, liaise with external advertising companies and coordinate other marketing and business communications.
• Bring marketing ideas from the Partners and Directors to life, using Canva and other digital tools to create engaging marketing communications and materials.
• Utilise AI-powered tools where appropriate to assist with administration, communications, marketing and business projects.

Events, Culture & Projects

• Coordinate staff functions, business events and workplace culture initiatives.
• Contribute positively to office culture and help create a welcoming and supportive workplace.
• Develop procedures, systems, checklists and templates to improve efficiency.
• Coordinate special projects and continuous improvement initiatives.

About You

• You love working with people and take pride in communicating clearly and effectively.
• You are highly organised with excellent attention to detail and time management skills.
• You can manage competing priorities and adapt to the changing needs of the business.
• You are a proactive problem-solver who uses initiative and is comfortable taking ownership.
• You are confident taking the lead on projects and coordinating consultants, contractors and service providers to achieve the desired project outcome.
• You enjoy a role with variety and are willing to learn, adapt and get involved wherever needed.
• You are naturally creative and enjoy bringing ideas to life.
• You are comfortable learning new technologies and systems.

Personality and cultural fit will be a key factor, but skills highly regarded to thrive in this role include:

• Previous experience as an Executive Assistant, Administration Assistant, Office Coordinator, Facilities Manager or Project Coordinator.
• Intermediate to advanced Microsoft 365 skills.
• Good working knowledge of IT and networking with the ability to coordinate effectively with off-site IT consultants and assist with troubleshooting.
• Strong written and verbal communication skills.
• Discretion and confidentiality when handling sensitive information.
• Excellent organisation and time management skills.
• Ability to use initiative and independently progress tasks and projects.
• Canva experience or a creative mindset would be highly regarded.
• Familiarity with AI tools such as Microsoft Copilot, ChatGPT or similar platforms would be advantageous.

Please note this is a full-time (35 hours), in-office position.

No recruitment agencies at this time please.