Executive Assistant (Real Estate)

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