Executive Assistant to a Director

Kay & Burton is a relationship based, specialist advisory real estate business that markets the finest homes and lifestyle properties in Victoria. We provide these services to local and international individuals, families, and businesses.

Our directors are highly experienced negotiators and managers, every one of them “hands on” in Kay & Burton’s day-to-day business and involved in its long-term strategies for innovation and growth.

Every person we employ is an integral part of the Kay & Burton luxury brand, with each person bringing to the table a unique set of skills and a commitment to service and excellence. Numbering more than 150 people across 8 offices, the Kay & Burton team is divided between four operating groups - Sales, Property Management, Concierge and Operations and is committed to supporting our people through providing a workplace which is envied and respected.

Our Mission

Achieve outstanding results for our clients by nurturing relationships that last a lifetime. Exceed our clients’ expectations through timely anticipation of their needs and flawless execution of our mandate.

Our Vision

Be recognised for our leadership and innovation and extend our footprint within Australia and beyond.

Position Summary

The Executive Assistant role will be responsible for providing organisational and administrative support to the Director of two of the operating groups, Property Management & Concierge. The Executive Assistant must ensure effective working relationships with his/her colleagues, property managers, other company executives, and key stakeholders. They must provide the highest level of assistance to the Director to enable them to successfully meet the objectives of the Company.

In this role you will need to filter and attend to the day-to-day responsibilities that are part of the Directors role so that they can focus on the high-level leadership and strategic functions. You will be required to be proactive and resourceful with excellent judgment and decision-making skill, which will enable you to recognise and respond to competing priorities.

The duties and responsibilities of this role require not only a talent for exceptional relationship and communication skills, but also strong attention to detail, and well-developed organisational and reporting skills.

The Executive Assistant role will collaborate closely with the Director to deliver the business and financial plan of the Divisions.

The ideal candidate has a background in executive support in senior leadership settings and is proactive with a client-driven attitude. A background in property or real estate would also be viewed favorably. 

Responsibilities

• To manage outlook emails/ diary and schedule meetings as requested
• Drafting correspondence, creating presentations, and preparing key documents (using Word, Excel, and PowerPoint)
• Preparation of the weekly, monthly and end of year reporting as directed.
• Understand the various CRMs that are used by the broader team and assist with the management and integrity of the data for reporting purposes.
• Coordinating partnerships and sponsorships, and managing the administrative side of things
• Organising major team events, strategy, and training sessions
• Assisting with the management of special projects and key business initiatives.
• Serve as the central hub for communication, seamlessly coordinating with internal and external stakeholders to drive operational efficiency.
• Manage sensitive and confidential information with discretion and professionalism. 
• Anticipate challenges, offer creative solutions, and ensure the smooth operation of day-to-day business activities. 
• Manage office admin tasks as required under the direction of the Director.
• Attend any meetings with clients, suppliers, and consultants on behalf of or with the Director.
• Manage personal admin and personal tasks as required to assist with Director’s work life balance.
• Other functions delegated or assigned in the EA Capacity

Skills

• Experience in an EA role supporting a Director or Senior management highly regarded.
• Experience in Real Estate industry highly regarded.
• Highly proficient in Microsoft Office, Word, Excel & PowerPoint.
• Excellent communication, organisational & time management skills
• Ability to work flexibly & autonomously.