AU Executive Assistant (Real Estate)

Our client is looking for a proactive, highly organized, and sharp Executive Assistant & Operations and HR Virtual Assistant to support their growing real estate team. This role sits at the center of our daily business operations, requiring a unique mix of calendar management, team performance tracking, internal HR support, and event coordination.

The ideal candidate is incredibly tech-savvy, possesses exceptional communication skills, and is comfortable using Australian real estate platforms to keep our team running efficiently.

Key Responsibilities - Email & Calendar Management: - Take full ownership of executive/team inboxes; sort, tag, and filter emails, responding to or redirecting inquiries where possible. - Coordinate and schedule internal meetings, interviews, and calls, dynamically adjusting appointments as calendar conflicts arise. - Associate Management & KPI Tracking: - Compile and prepare weekly performance statistics and track team KPIs. - Attend internal team meetings to record notes, draft reports, and drive actionable follow-ups. - Build weekly training slides and follow-up collateral for team development. - HR Administration & Recruitment Support: - Support the end-to-end recruitment process by posting job ads, screening applicants, checking references, and communicating with recruitment agencies. - Facilitate smooth onboarding by drafting offer letters and managing onboarding paperwork. - Assist in HR compliance by preparing performance/conduct reports and drafting Performance Improvement Plans (PIPs) under management instruction. - Event Administration: - Assist in planning internal corporate events by researching locations, liaising with venues, and requesting quotes. - Coordinate guest RSVPs, track dietary requirements, manage speaker schedules, and order necessary event collateral.

Required Skills & Qualifications - Real Estate Tech-Savviness: Direct experience or high familiarity with Australian real estate tools like **VaultRE**, **PropertyTree**, **Pricefinder**, and Activepipe is a massive advantage. - Administrative Excellence: Deep proficiency in Google Workspace (Docs, Sheets, Slides, Gmail) and electronic signature workflows via **DocuSign**. - HR & Recruitment Familiarity: Previous experience assisting with recruitment pipelines, handling onboarding documentation, and maintaining strict confidentiality with HR records. - Design/Template Familiarity: Comfortable using templating and branding platforms like Outfit and Designly to generate slides and event collateral. - High Attention to Detail: Exceptional written English skills, a professional phone/email manner, and the ability to capture complex meeting notes accurately.