Job Title: Administrative Assistant to Managing Director Reports To: Managing Director (MD)
Location: Fortitude Valley
Salary: $65k-$80k + super
Type: Full-Time / Permanent
Job Summary: The Administrative Assistant will provide key administrative and organizational support to the Managing Director (MD) who oversees multiple mortgage funds, property businesses, and entrepreneurial ventures. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to manage various tasks in a dynamic and fast-paced environment. This role requires handling sensitive information with discretion, coordinating communications, and managing schedules to ensure smooth operations.
Key Responsibilities: 1. Administrative Support: Act as a first point of contact between the MD, clients, investors, and staff, responding to queries in a timely and professional manner.Manage the MD's calendar, including scheduling appointments, meetings, and travel arrangements.Monitor the MD's mailbox and prioritise email correspondence sent to the MD, including proactively conducting background research where necessary, determining next steps, and drafting responses for MD's consideration to send. Maintain an active WIP for MD's priorities and tasks (proactively supporting MD to close all loops).Organize and prepare documents, reports, and presentations for meetings and ensure all required materials are available.Assist in preparing expense reports and processing invoices and reconciling expenses as required.2. Office and Communication Management: Maintain organised and up-to-date electronic and physical filing systems for MD and Board documents, reports, and records. Ensure confidentiality and accuracy in handling sensitive information. Liaise with clients, investors, contractors, and vendors on behalf of the MD.Assist in coordinating internal and external meetings, including booking conference rooms, organizing materials, and ensuring logistics are in place..
3. Project Support: Provide administrative support to ongoing projects, particularly those related to property developments and mortgage fund management.Assist in tracking project timelines, milestones, and deliverables, and ensure that the MD is kept up to date on progress.Coordinate between internal teams, external stakeholders, and service providers to gather and distribute necessary information.4. Event and Travel Coordination: Coordinate travel arrangements, including booking flights, accommodation, and preparing detailed travel itineraries for the MD's business and personal trips.Organize and plan company and client events, investor meetings, and other corporate functions, ensuring that all logistics are handled efficiently.5. Property and Loan Documentation: Assist in compiling and organizing property-related documents, including purchase agreements, contracts, and loan paperwork.Maintain accurate and up-to-date records for mortgage fund transactions, investments, and property portfolios.Liaise with legal and financial teams to ensure all documentation is properly filed and organized for easy retrieval.6. Personal Assistance: Assist the MD with personal tasks as needed, such as handling personal appointments, arranging home services, or coordinating private events.Manage and handle other ad-hoc tasks that arise from the MD's entrepreneurial ventures and businesses.Skills and Qualifications: 4+ years of experience in an administrative support role, preferably supporting a senior executive Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.Excellent communication skills (verbal and written), with the ability to interact professionally with clients, staff, and stakeholders.Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other collaboration tools (Zoom, Teams, etc.).Experience with basic bookkeeping or financial software (e.g., QuickBooks, Xero) is a plus.Knowledge of property and mortgage documentation is an advantage but not mandatory.Experience in the Property/Property Finance field is an advantage.Ability to maintain confidentiality and discretion when handling sensitive information.Attention to detail and strong time management skills.Proactive problem-solving skills and ability to anticipate the needs of the MD.Personal Attributes: Professional and polished demeanor when interacting with clients and stakeholders.Adaptable: Ability to handle changing priorities and unexpected challenges with ease.Trustworthy: Ability to maintain confidentiality and deal with sensitive information discreetly.Dependable: A reliable assistant who the MD can trust to complete tasks independently.Team Player: Able to collaborate with other departments and team members as needed.A willingness to learn and show initiative Benefits: Competitive salary and benefits package.Opportunity to work closely with a successful entrepreneur and learn about mortgage and property businesses.Potential for career growth within the company and exposure to a dynamic, multifaceted business environment. How to Apply: Interested candidates should submit their CV and a cover letter detailing their relevant experience and motivation for applying to [email protected] by 22/11/2024.