Overview
Executive Administrative Assistant Jobs in Gold Coast, Queensland, Australia at Propell Property
Title: Executive Administrative Assistant
Company: Propell Property
Location: Gold Coast, Queensland, Australia
About the Role
We are seeking a highly organised and detail-oriented Administrative Officer / Executive Assistant to join our property investment firm. This dual-function role sits at the heart of our operations, supporting both the day-to-day administration of our client lifecycle, from onboarding through to settlement and construction and providing dedicated executive support to the Managing Director. This is a dynamic position suited to a proactive professional who thrives in a fast-paced environment and takes pride in delivering a seamless client experience.
Key Responsibilities
Client & Property Administration
• Coordinate end-to-end client onboarding, property placement, contracting, settlement and construction administration.
• Maintain accurate job trackers and CRM records (HubSpot), ensuring all pipeline stages and key dates are up to date.
• Create and organise client folders, filing contracts, finance documents, and receipts in an orderly and accessible manner.
• Liaise professionally with strategists, brokers, solicitors, builders, and clients throughout each stage of the property journey.
• Monitor critical dates and milestones across active files, proactively flagging upcoming deadlines to the relevant team members.
• Support deposit and settlement processes, ensuring all documentation and communications are accurate and timely.
• Maintain clear and professional communication across email, Outlook, OneDrive, HubSpot, and WhatsApp.
Executive & Managing Director Support
• Manage and monitor the Managing Director’s email inbox, prioritising correspondence, flagging urgent matters, and drafting responses where appropriate.
• Maintain and manage the Managing Director’s calendar in Outlook, including scheduling meetings, appointments, and travel arrangements.
• Support the Managing Director with ad hoc tasks and special projects to ensure smooth day-to-day operations.
General Office Administration
• Manage general office administration tasks including filing, record-keeping, and supply management.
• Ensure shared digital systems (OneDrive, HubSpot, Outlook) are kept organised and up to date.
• Support the broader team with administrative tasks as required, contributing to a collaborative and efficient work environment.
• Assist in the development and improvement of internal processes and administrative procedures.
Qualifications & Experience
We are looking for a candidate who brings the following:
• Previous experience in a similar administrative or personal assistant role
• Strong written and verbal communication skills, with the ability to liaise confidently with a range of stakeholders.
• Excellent organisational and time management abilities, with strong attention to detail and accuracy.
• Proficiency in Microsoft Office Suite, particularly Outlook (calendar and inbox management) (required)
• Experience with HubSpot CRM (preferred)
• Knowledge of property, construction, or related industries (preferred)
• Ability to work both independently and collaboratively as part of a close-knit team.
• High degree of discretion and professionalism when handling sensitive or confidential information.
What We Offer
• Opportunities for professional development and career growth within the property sector.
• A supportive, collaborative, and inclusive work environment.
• The chance to be immersed across multiple areas of the property sector, from investment strategy through to construction and settlement.
• Direct exposure to senior leadership, with the opportunity to develop your executive support skillset.
How to Apply
- If you are a motivated and detail-driven professional looking to grow your career in property and executive support, we would love to hear from you. Please submit your resume and a brief cover letter outlining your relevant experience and why this role appeals to you
