Job Description

An accomplished Australian property developer and manager with over 35 years of industry leadership, recognized for building and managing a diverse portfolio of residential and commercial assets, is seeking a highly skilled Executive Assistant to drive operational efficiency, managing complex schedules, prioritizing critical initiatives, and ensuring seamless execution across multiple projects.

Part-time: 20hours/week
Work Set-Up: Fully remote, Independent Contractor
Work Hours: AEST
Monthly Salary: $560-$800 (depending on experience)

What You'll Be Doing:
As an Executive Assistant, you'll be a right hand, ensuring the business runs seamlessly by keeping schedules, tasks, and communications perfectly aligned, while proactively driving priorities and execution across multiple projects.

Calendar Ownership & Diary Integrity

• Own the Principal’s calendar end-to-end, preventing double bookings and conflicts.
• Ensure tasks are properly managed in ClickUp, not misused as calendar placeholders.
• Keep the schedule optimized to protect focus on strategic priorities.

Task Management & Follow-Through

• Maintain a single trusted task management system (ClickUp) for all commitments.
• Capture, clarify, and track tasks, including sub-delegated work and external consultants.
• Ensure nothing falls through the cracks—follow every task to completion.

Delegation & Load Distribution

• Delegate work to appropriate internal or external resources efficiently.
• Track delegated work to ensure timely and high-quality outcomes.

Executive Support & Accountability

• Proactively follow up on commitments and deadlines.
• Hold the Principal accountable to priorities and agreed actions.
• Intervene when needed to clarify, reschedule, or reprioritize tasks.
• Ensure all work is completed thoroughly—no half-done or dropped items.

Inbox & Communication Management

• Manage inbox flow, filtering messages by urgency and importance.
• Draft, organize, and track key communications.
• Protect the Principal from unnecessary interruptions to maintain focus on core objectives.

Documentation & Content Support

• Create and edit documents, PDFs, and presentations.
• Produce newsletters and simple designs using Canva or similar tools.
• Support email marketing campaigns and newsletter distribution.

Email Marketing & Tools

• Create, manage, and send newsletters via GoHighLevel or Mailchimp.
• Maintain mailing lists, ensuring accurate scheduling and follow-ups.
• Assist with basic automation and workflow management.

Research & Ad-Hoc Support

• Research real estate, construction, tenders, and suppliers.
• Support project coordination and information gathering.
• Organize and consolidate information for ongoing projects.

Who You Are:

• With 5+ years of proven experience as an Executive Assistant, Personal Assistant, or in a similar high-level support role.
• Strong calendar management and task prioritization skills, with a track record of keeping executives organized and on track.
• Proficient in Canva for creating newsletters, presentations, and simple documents.
• Experience with GoHighLevel and other email marketing platforms.
• Hands-on experience managing email campaigns, newsletters, and audience communications.
• Comfortable leveraging ChatGPT and other AI tools to enhance efficiency and productivity.
• Strong documentation skills, including PDFs and structured reports.
• Excellent written and verbal English, with the ability to communicate clearly and professionally.
• Confident communicator capable of providing constructive pushback, seeking clarity, and effectively “managing up.”
• Highly organized, detail-oriented, and assertive when needed to ensure priorities are met.

Nice to Have:

• Experience in real estate, property development, or construction.
• Familiarity with ClickUp or other project management platforms.
• Exposure to automation, productivity, or workflow optimization tools.

Recruitment Process:

• Initial Interview
• Client Interview
• Offer and Onboarding