Executive Assistant / Virtual Assistant

# Executive Assistant / Operations Coordinator (Virtual) | Long-Term Opportunity **Location:** Remote **Hours:** Approximately 15–25 hours per week initially **Days:** Ideally Tuesday, Wednesday and Thursday (AEST) **Opportunity:** Ongoing with potential to become full-time ## About Us We're a fast-growing Australian property group made up of a buyers agency, property management business and renovation arm. Our business is built around exceptional client service, attention to detail and creating systems that allow us to deliver a premium experience. We're looking for an exceptional Executive Assistant / Operations Coordinator to become an integral part of our team. This isn't a typical VA role. You'll work directly with two business directors, helping manage day-to-day operations, supporting projects, keeping our systems organised and ensuring the business runs smoothly behind the scenes. We're looking for someone who genuinely enjoys bringing order to busy environments, loves improving processes and takes pride in getting the details right. ## About the Role Your responsibilities will include a broad mix of executive support, administration and operational coordination, including: ### Executive Support * Managing multiple inboxes and triaging communications * Responding to initial enquiries using approved templates * Gatekeeping email accounts and escalating important matters * Calendar management and appointment scheduling * Booking domestic and international travel * General executive support for two directors ### Client & Administration * Preparing engagement forms, agreements and client documentation * Prefilling contracts and onboarding paperwork * Generating invoices in Xero * Preparing and sending EDM campaigns * Booking appointments * Following up outstanding client information * Chasing Google Reviews after successful client outcomes ### Property & Data * Extracting property information from RP Data and ID4Me * Building targeted property and prospect lists * Researching suburbs, properties and market information * Mining data for business development opportunities * Preparing weekly reports * Maintaining accurate records and databases ### Marketing & Content * Scheduling social media posts * Uploading blogs to our website * Assisting with content administration * Building and maintaining Claude knowledge documents * General marketing administration ### Systems & Operations * Updating Airtable and CRM records * Maintaining spreadsheets and operational dashboards * Keeping records organised and up to date * Supporting back-end business operations * Identifying opportunities to improve systems and automate repetitive tasks * General project coordination and administrative support ## About You We're much more interested in how you work than how many years you've been a VA. You'll likely be someone who: * Is exceptionally organised * Has outstanding attention to detail (this is absolutely critical) * Enjoys creating systems and improving processes * Is proactive and takes ownership without needing constant direction * Can confidently manage multiple priorities * Is comfortable working with numbers and checking calculations * Writes professional, polished English * Learns new software quickly * Is reliable, trustworthy and enjoys supporting a growing business We're looking for someone who notices the little things before anyone else does. ## Software Experience Experience with the following is highly desirable: * Airtable * Xero * RP Data * PropertyMe * Google Workspace (Drive, Docs, Sheets) * Microsoft Outlook * WordPress * Canva * AI tools such as Claude and ChatGPT If you haven't used every platform but you're a quick learner, we'd still love to hear from you. ## Growth Opportunity We're looking for someone who wants to build a long-term relationship with our business. This role is expected to grow as our business expands and, for the right person, has the potential to become a full-time position. As our property management business continues to grow, there will also be opportunities to move into more specialised property administration and property management support responsibilities. We want someone who is excited about growing with us over the coming years. ## To Apply Please answer the following: 1. Tell us about your experience supporting business owners or executives. 2. Which of the following software have you used professionally? Please rate your experience as Basic, Intermediate or Advanced: * Airtable * Xero * RP Data * PropertyMe * Google Drive / Docs / Sheets * Microsoft Outlook * WordPress * Canva * Claude or ChatGPT 3. Tell us about a time you identified an error before it became a problem. 4. Have you worked in the real estate or property industry? If yes, tell us about your experience. 5. How do you currently use AI tools such as Claude or ChatGPT in your work? Please give practical examples. 6. What days and hours are you are available between Tuesday and Thursday (AEST)? 7. What is your hourly rate? Finally, please begin your application with the words **"Details Matter"** so we know you've read the full advertisement. We're not looking for someone to simply complete tasks. We're looking for someone who wants to become a trusted part of our team and help build an outstanding business.