Executive Assistant

I am looking for a highly organised, commercially aware and proactive executive assistant to support me across a diverse group of businesses.

The group operates across:

• Property development

• Property management

• Building and construction

• and other businesses

The successful candidate will need to understand how each business operates, how the entities connect and who the key people, projects and priorities are across the group.

A central part of the role is to act as my trusted first point of contact. When I am unavailable or unable to answer, this person will be the one employees, clients, consultants, contractors, suppliers and other stakeholders contact.

They must be able to understand the reason for the call, assess its urgency, respond appropriately where possible and ensure the matter is followed through. They should know what can be handled independently, what needs to be delegated and what must be escalated to me.

• Act as my primary point of contact when I am unavailable.

• Receive, screen and manage incoming calls, messages and requests.

• Build strong relationships with key internal and external stakeholders.

• Represent me professionally and confidently in conversations and correspondence.

• Join business calls with me, including while I am travelling or driving, to take notes, capture decisions and identify action items.

• Draft and send clear follow-up emails after calls and meetings.

• Monitor outstanding actions and follow up until matters are resolved.

• Manage my calendar, meetings, appointments and competing priorities.

• Coordinate communication across the different businesses within the group.

• Liaise with employees, consultants, contractors, clients, suppliers and other stakeholders.

• Prepare meeting agendas, summaries, briefing notes and supporting documents.

• Track deadlines, approvals, commitments and key project milestones.

• Identify issues, delays or gaps before they become problems.

• Handle confidential and commercially sensitive information with discretion.

The ideal candidate will act as an extension of me and will not simply wait for instructions. They will be proactive, use sound judgement, anticipate what needs to happen next and take ownership of matters through to completion.

They should be:

• Highly organised, dependable and responsive

• Confident and professional on the phone

• An excellent written and verbal communicator

• Comfortable representing a business owner across multiple companies

• Able to understand complex group structures

• Commercially minded and solutions-focused

• Strong at prioritising and assessing urgency

• Capable of making sensible decisions independently

• Persistent with follow-up and comfortable holding others accountable

• Calm and effective in a fast-paced environment

• Discreet, trustworthy and highly professional

This role would suit someone who can become the central communication point around me, protect my time and ensure that important matters continue moving even when I am unavailable.

We are a young team.

Developer / Builders.

We try new things and are reputable, being part of an organisation running for 28 years. Hatia Property Corp.

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