Executive Assistant, Property Development/Construction

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Deliver comprehensive executive assistance to the Managing Director.

• Oversee diaries, meetings, appointments, competing priorities, and travel arrangements.

• Draft correspondence, reports, presentations, and business documents.

• Create meeting agendas and notes; monitor and follow up on actions and commitments.

• Prioritize incoming communications and act as a key stakeholder contact.

• Manage commercially sensitive and confidential information.

• Assist with ongoing property development and investment projects.

• Organize project documentation, files, document control, timelines, milestones, actions, deadlines, and reporting.

• Facilitate communications and meetings with purchasers, capital partners, joint venture partners, councils, consultants, investors, suppliers, contractors, and professional advisors.

• Aid in daily office and business administration, including files, records, invoicing, expenses, trackers, spreadsheets, suppliers, reporting, marketing, and process enhancement.

• Provide financial administration assistance, including invoice processing, expense records, budget and project reporting, financial reports, and coordination with accountants and external advisors.

• Utilize Claude and other AI platforms for drafting, research, meeting summaries, presentations, and document preparation.

• Identify opportunities to streamline or automate repetitive tasks and enhance document management, project tracking, templates, and workflows.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant, Personal Assistant, Senior Administrator, or a similar role.

• Outstanding organizational and time-management abilities.

• Excellent written and verbal communication skills in English.

• Confident and professional phone demeanor.

• Strong attention to detail and accuracy.

• Advanced proficiency in Microsoft Office / Microsoft 365 is essential.

• Significant experience in managing diaries and calendars.

• Experience coordinating meetings and ensuring action follow-ups.

• Capability to manage multiple projects, priorities, and deadlines concurrently.

• Confidence in engaging with senior external stakeholders.

• Ability to work autonomously and make sound decisions within the role's scope.

• High level of professional discretion and confidentiality.

• Proactive work style with the capacity to anticipate needs.

• Previous experience in property development, construction, property management, investment, or professional services is highly desirable.

• Familiarity with the New Zealand property development landscape is highly desirable.

• Understanding of New Zealand council and consenting processes is highly desirable.

• Experience liaising with architects, engineers, planners, lawyers, and contractors is highly desirable.

• Experience communicating with investors, capital partners, or joint venture partners is highly desirable.

• Familiarity with using Claude or other AI platforms to enhance productivity is highly desirable.

• Background in financial administration, including invoicing, budgets, expenses, and reporting is highly desirable.

• Experience supporting a Managing Director, CEO, founder, or other senior executive directly is highly desirable.

🏝️ Benefits

• Competitive salary package.

• Opportunities for professional development and growth.

• Dynamic and supportive work environment.

• Flexible working arrangements.