Executive/Personal assistant

Executive & Personal Assistant to the Director

Location: Riverwood, NSW (Remote work flexibility)
Employment Type: Full-Time
Reports To: Director

About the Role

We are seeking an exceptional Executive & Personal Assistant to become the Director's trusted right-hand across every aspect of business and personal life.

This is a dynamic and highly varied role supporting the Director across:

NGARA Group – Residential & Commercial Construction
Sensia Allied Health – Multidisciplinary Allied Health Practice
Personal and Family Affairs

The successful candidate will be responsible for ensuring the Director's professional and personal commitments are seamlessly coordinated, allowing them to focus on leadership, strategic growth and business development.

This role requires someone who is proactive, highly organised, solutions-focused and capable of managing multiple competing priorities with discretion and professionalism. The ideal candidate will anticipate needs before they arise, solve problems independently and ensure nothing falls through the cracks.

Key Responsibilities
Executive Assistance
Manage the Director's complex business and personal diary.
Coordinate meetings, appointments, site visits and travel.
Prioritise daily activities and manage competing commitments.
Prepare agendas, meeting packs, presentations and briefing documents.
Attend meetings where required and record action items.
Screen calls, emails and correspondence.
Draft professional correspondence on behalf of the Director.
Manage confidential information with absolute discretion.
Act as the primary point of contact for internal and external stakeholders.
Follow up outstanding actions with staff, consultants, suppliers and clients.
Ensure important deadlines, renewals and obligations are proactively managed.
Personal Assistance

Provide confidential and proactive support with the Director's personal and family commitments, including:

Personal Administration
Manage personal diary and appointments.
Coordinate medical, dental and specialist appointments.
Manage personal correspondence.
Organise personal records and documentation.
Arrange travel, accommodation and itineraries.
Coordinate vehicle registrations, servicing and insurance renewals.
Manage personal subscriptions and memberships.
Assist with bill payment reminders and household administration.
Research products, services and personal purchases.
Coordinate gifts, celebrations and special occasions.
Family Support
Coordinate family calendars.
Manage school communications and important dates.
Assist with children's appointments and extracurricular activities.
Coordinate holiday planning and travel logistics.
Organise family events and celebrations.
Assist with personal errands as required.
Business Operations

Coordinate and oversee projects across both businesses.

NGARA Group
Construction project administration.
Tender preparation and submissions.
Contract administration.
Consultant coordination.
Client communication.
Council and authority correspondence.
Development project coordination.
Property and feasibility administration.
Compliance tracking.
Document control.
Sensia Allied Health
Business development initiatives.
School partnership coordination.
NDIS compliance activities.
Audit preparation.
Accreditation support.
Recruitment coordination.
Policy and procedure management.
Operational improvement projects.
Marketing coordination.
Clinical administration support where required.
Executive Administration
Maintain organised electronic filing systems.
Prepare reports, presentations and board papers.
Manage action registers.
Coordinate business meetings and events.
Liaise with accountants, solicitors, consultants and external stakeholders.
Assist with strategic planning projects.
Prepare business documentation.
Monitor business priorities and proactively follow up outstanding matters.
Recruitment & Human Resources Support
Coordinate recruitment campaigns.
Schedule interviews.
Prepare employment documentation.
Assist with onboarding.
Track probation reviews.
Coordinate staff training.
Maintain confidential HR records.
Assist with performance review scheduling.
Marketing & Communications

Support business growth through:

Social media scheduling.
Website content coordination.
Newsletter preparation.
Event planning.
Presentation development.
Brand consistency.
Marketing administration.
Compliance & Governance

Coordinate compliance requirements across both businesses including:

NDIS compliance.
Audit preparation.
ISO quality systems.
Construction compliance documentation.
Insurance renewals.
Contractor compliance.
Policy review schedules.
Risk management registers.
Licence renewals.
Accreditation documentation.
Financial Administration

Working closely with the finance team:

Assist with invoice approvals.
Expense reconciliation.
Credit card reconciliation.
Budget tracking.
Purchase order administration.
Contractor documentation.
Insurance claims administration.
General financial reporting support.
Skills & Experience

The successful applicant will have:

Minimum 5 years' experience as an Executive Assistant, Personal Assistant or Executive Support professional.
Demonstrated experience supporting senior executives.
Exceptional organisational and time management skills.
Outstanding written and verbal communication.
Strong attention to detail.
Ability to manage multiple priorities simultaneously.
High level of discretion and confidentiality.
Strong problem-solving ability.
Ability to work independently and take initiative.
Professional presentation and communication skills.
Software Experience

Experience with (or the ability to quickly learn):

Microsoft Office Suite
Google Workspace
Microsoft Teams
SharePoint / OneDrive
Xero
Splose (desirable)
Canva
Adobe Acrobat
CRM systems
Project management software ( ---------- , ClickUp, Asana or similar)
Personal Attributes

The ideal candidate will be:

Exceptionally organised.
Proactive and forward-thinking.
Calm under pressure.
Trustworthy and highly discreet.
Resourceful and solutions-focused.
Adaptable and flexible.
Professional and polished.
Confident communicating with people at all levels.
Able to anticipate needs before being asked.
Comfortable managing both executive-level responsibilities and personal matters with equal professionalism.
What Success Looks Like

Within the first 6–12 months, the successful Executive & Personal Assistant will:

Become the Director's trusted right-hand.
Seamlessly manage business and personal commitments.
Ensure the Director's calendar, priorities and deadlines are always organised.
Reduce the Director's administrative workload by proactively managing day-to-day operations.
Coordinate projects across NGARA Group and Sensia Allied Health with minimal supervision.
Build trusted relationships with staff, clients, consultants and stakeholders.
Improve organisational efficiency through proactive planning, communication and follow-up.
Create more time for the Director to focus on leadership, strategic growth and business development.

Why Join Us?

This is a unique opportunity to work closely with the Director of two growing businesses in the construction and allied health sectors while providing trusted personal support. The role offers significant variety, autonomy and exposure to strategic projects, business growth initiatives and executive decision-making.

If you enjoy being the person who keeps everything running smoothly, thrive in a fast-paced environment and take pride in making a meaningful impact, we'd love to hear from you.