Executive Virtual Assistant & Property Project Administrator

About the role

Act as the principal’s trusted virtual executive assistant and property project administrator across multiple South Australian developments and investments. Take responsibility for delegated coordination, follow-ups, records and reporting so the principal can focus on negotiations, strategy and decisions.

Key responsibilities

• Triage Outlook correspondence into urgent decisions, deadlines, routine requests and reference material
• Draft administrative replies in the principal’s style and send only within approved delegated authority
• Manage meetings, reminders, preparation time and conflicts across projects and business commitments
• Convert voice notes and meeting notes into task lists with owner, due date and next action
• Maintain outstanding-response lists and chase consultants, contractors and agents professionally
• Maintain one master project register with distinct project records for each development
• Track works updates, consultant requests, quotations, inspections, approvals, clearances, titling and sales milestones
• Maintain defects lists, variations records, correspondence logs and completion checklists
• Maintain invoice registers by entity and project, including supplier, amount, due date, approval status and evidence
• Prepare weekly payment-review and receivables lists; collate statements and documents for accountants and financiers

About you

• Strong senior EA or property/construction project administration experience is essential
• Australian property exposure is strongly preferred
• Excellent English, professional follow-up skills, accurate Excel registers and structured reporting
• Comfortable coordinating builders, engineers, agents, property managers and finance stakeholders
• Proactive judgement, discretion, strong follow-through and ability to distinguish confirmed facts from assumptions
• Proficient in Outlook, Word, Excel, PDF handling, secure shared folders and video meetings