Executive Virtual Assistant

About the role

We’re looking for a sharp, highly organised Executive Virtual Assistant to support the founder of a fast-moving property investment and renovation business based in regional Australia.

This is not an entry-level role. We need someone dependable, resourceful and comfortable taking ownership without requiring constant follow-up. Your role will be to keep the founder’s inbox, calendar and administrative responsibilities under control so he can focus on property acquisitions, projects and investor relationships.

The position will begin part-time, with the potential to develop into a full-time role for the right person.

What you’ll be doing
- Managing and organising the founder’s email inbox and calendar
- Monitoring a separate company inbox and responding to routine enquiries
- Handling and organising correspondence from lawyers and other external parties
- Preparing routine documents for signing using established processes
- Actioning emails and requests forwarded by the founder
- Recording incoming bills in the company’s payment spreadsheet
- Following up on outstanding documents, requests and action items
- Keeping files, records and administrative information organised
- Managing recurring tasks and deadlines
- Handling general administrative and ad hoc requests
- Identifying issues early and following through until they are resolved
- Helping improve systems and processes as the role develops

Who we’re looking for
You may be a strong fit if you:
- Have previous experience supporting a founder, executive or business owner
- Communicate clearly and professionally in written and spoken English
- Are highly organised and naturally attentive to detail
- Can make sensible decisions without needing step-by-step instructions
- Take ownership and follow tasks through to completion
- Are comfortable handling confidential business information
- Can prioritise effectively in a fast-moving environment
- Are proactive and willing to ask thoughtful questions when clarification is genuinely needed
- Are comfortable using Google Workspace, spreadsheets and online task-management tools
- Have reliable internet, a suitable workspace and consistent availability

Experience working with an Australian investment property company, legal correspondence, ClickUp or executive inbox management would be highly regarded, but attitude, judgement and reliability matter most.

What success looks like
- Important emails and deadlines are never overlooked
- The founder knows what requires his attention and what has already been handled
- Routine administrative matters are completed independently
- Documents, bills and follow-ups remain organised and up to date
- Tasks do not need to be repeatedly chased
- You become a trusted person who brings structure and calm to a busy workload
- Hours and working arrangement
- Part-time to begin, with the potential to move into a full-time position
Monday to Friday
- Some availability during Melbourne business hours will be required
- Exact hours and schedule will be discussed with shortlisted applicants
- Long-term opportunity for someone who performs well and grows with the business

How to apply
Please submit the following:
- Attach a copy of your most recent and updated CV.
- Include a link to a 2–3 minute Loom video introducing yourself and explaining why you would be a strong fit for the role.
- Share an example of a time you took ownership of a task or problem without being given detailed instructions.
- Confirm your current availability and preferred working hours in Melbourne time.
- List the tools you have used for email, calendar, task and document management.