Personal / Executive Assistant

About us

We are a growing boutique Quantity Surveying company primarily servicing Victoria. Our clients and projects are diverse – from high-end residential builds to civic, education, heritage and community projects. Over the past five years, we've seen steady growth, and now it's time to expand our team to better support our people and our clients.

At MQS, family always comes first. We know that work has to fit in with busy lives, and our small, close-knit team prides itself on flexibility, growth, and genuine support for each other.

Why this role is different

This is a brand-new role created to support our Director, Nathan Grimes. Up until now, Nathan has been running the business (and wearing a lot of hats) without a PA/EA. With a young family at home, he's ready for some help to bring balance back into his workday and his life.

Nathan doesn't have a strict rulebook for what this role looks like – and that's the exciting part. You'll have the chance to shape it, working side by side with him to figure out what support makes the biggest difference. At its core, this role is about creating more time, more structure, and more space for both the business and the people in it to thrive.

What we're offering

• Part-time flexibility – 15–25 hours per week, with freedom to choose your days and hours. Potential to increase as the role grows.
• Hybrid working – work from home is encouraged, with some in-office collaboration in Ocean Grove.
• A role you can make your own – be the first person in this position and help shape how it evolves.
• Diverse work – small team = variety. You'll gain experience across projects, tasks, and responsibilities.
• Team culture – fun, supportive, lots of banter, and always there for each other.
• Personal development – want to grow or broaden your role? We'll back you.
• Meaningful impact – we're not just about construction; our MQS Community Outreach Program makes a real difference in local communities.
• Negotiable pay – based on your experience.

What you'll be doing

This role will grow with you, but to begin with you'll be helping Nathan and the team by:

• Scheduling projects, managing timelines, and keeping the calendar running smoothly.
• Helping with new project onboarding and coordination.
• Handling executive communications and correspondence.
• Liaising with clients and team members on Nathan's behalf.
• Drafting communications and updates for staff, clients, and stakeholders.
• Supporting special projects and business initiatives.
• Preparing client proposals, tenders and new business proposals.
• Business development activities – assisting with securing new business opportunities.
• Organising travel, events, and conferences.
• Tackling the occasional personal task to take the load off Nathan's plate.

We'd love to hear from you if you:

• Have the right personality – our top priority.
• Are an experienced PA/EA who's proactive, organised, and uses initiative.
• Can juggle multiple tasks while staying calm and focused.
• Are confident with Microsoft 365 (bonus points for Xero, Canva or similar).
• Communicate clearly and professionally with clients and colleagues.
• Are self-motivated and happy working independently without micromanagement.
• Value professionalism and confidentiality with sensitive projects and information.
• Love details, lists, and ticking things off.
• Have some knowledge of the local construction industry (bonus, not essential).

The bigger picture

Our future vision is ambitious, and the calibre of our team is at the heart of it. This role will grow as our business grows, and your ideas and initiative will directly influence how we succeed.

If you're ready to help a growing business (and its Director) find more balance and impact, we'd love to hear from you. Please send through your resume and cover letter, letting us know why this role interests you, your preferred days/hours, and a short response to our key selection criteria.

Please note: this role is based in Australia. We are unable to offer sponsorships for overseas applicants.