Executive Assistant – Co-Founders
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Job Description
Executive Assistant supporting Co-Founders with operational and executive tasks in a remote work environment. Involves coordination across time zones and management of confidential information.
Responsibilities:
- Provide high-level executive, operational, and property-related support to the Co-Founders
- Act as a trusted Executive Assistant and gatekeeper for the Co-Founders’ time and priorities
- Proactively manage complex calendars across time zones
- Coordinate meetings with banks, lawyers, accountants, consultants, and senior executives
- Prepare agendas, meeting briefs, summaries, and action trackers
- Draft and manage executive correspondence and internal communications
- Provide administrative and coordination support using Re-Leased (Released) property management software
- Assist with maintaining accurate tenant, lease, and property records in Re-Leased
- Upload, organise, and manage lease documents, notices, and property correspondence
- Maintain structured and audit-ready property filing systems across Re-Leased, SharePoint, OneDrive, and Google Drive
- Support preparation of property reports and data collation
- Assist with arrears follow-up tracking and documentation (administrative support only)
- Prepare first drafts of board papers, internal reports, and presentations
- Track follow-ups, approvals, and deadlines across multiple entities and projects
- Support property, banking, and investment documentation workflows
- Maintain high standards of document control, versioning, and filing discipline
- Use AI tools (e.g. ChatGPT) to assist with drafting communications and documents, summarising reports, leases, and meeting notes, and supporting research, planning, and execution tasks
- Handle commercially sensitive, legal, and strategic information with absolute confidentiality
- Maintain professional standards consistent with senior executive support
- Communicate effectively with internal and external stakeholders
Requirements:
- Minimum 5 years’ experience as an Executive Assistant supporting founders, CEOs, or senior executives
- Proven experience working with Australia and/or New Zealand businesses
- Exposure to property, finance, investment, or professional services environments
- Prior experience with Re-Leased (Released) or similar property management systems preferred
- Demonstrated ability to operate remotely with minimal supervision
- Excellent written and spoken English
- Re-Leased (Released) – property management and document filing
- Microsoft Outlook, Teams, Word, Excel, PowerPoint
- SharePoint / OneDrive / Google Drive
- PDF editing and document management tools
- Comfortable using AI tools (e.g. ChatGPT) as part of daily work
- Highly organised with strong attention to detail
- Proactive, reliable, and outcome-focused
- Strong digital discipline and filing accuracy
- Calm under pressure and responsive across time zones
- Trusted with confidential executive and property matters
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