Executive Assistant

2 weeks ago

Newcastle Maitland Hunter, Australia Koby Group Full time $80,000 - $120,000 per year

We are seeking an exceptionally organised, proactive, and resilient Executive Assistant (EA/PA) to provide high-level administrative support to a business and their family. This is a demanding, fast-paced role requiring absolute discretion, flexibility, and the ability to prioritise business and personal needs with ease.

The successful candidate will thrive in a dynamic environment, ensuring smooth day-to-day operations and enabling effective decision-making at an executive level. This is not a standard 9–5 role, the position requires availability during evenings, weekends, and at short notice to meet business and family commitments.

Core Responsibilities – Executive & Business Support (Primary Focus)

  • Proactively manage business and personal schedules, including diary management and conflict resolution.
  • Coordinate meetings, appointments, and events, ensuring preparation and follow-through.
  • Draft, prepare, and file business correspondence, contracts, and other documentation.
  • Manage travel arrangements, itineraries, and logistics for both domestic and international requirements.
  • Follow up with external stakeholders, and partners regarding projects, applications, and approvals.
  • Prepare, lodge, and track development or business-related applications with regulatory bodies.
  • Support business operations with administration, reporting, and stakeholder liaison.
  • Handle sensitive information with confidentiality and professionalism.

Additional Responsibilities – Personal & Household Support (Secondary Focus)

  • Coordinate daily routines and logistics to maintain a well-organised household.
  • Assist with ad hoc personal tasks to support the executive's busy schedule.
  • Coordinate logistics such as school runs, vehicle servicing, and household appointments when required.

About You

  • If you've worked in an administration  support role, as a PA/EA, or in real estate/property, we'd love to hear from you Your background will help you hit the ground running in this dynamic role.
  • Highly organised, resourceful, and calm under pressure.
  • Strong communication skills and absolute discretion.
  • Flexibility to work evenings, weekends, and at short notice.
  • Able to ensure the household operates seamlessly and efficiently.
  • Valid driver's licence and reliable transport.
  • Location: You must live in / around the Maitland area.

What We Offer

  • A dynamic, varied role where no two days are the same.
  • The opportunity to work closely with a driven business leader on both business and personal projects.
  • Exposure to a wide range of industries, stakeholders, and professional networks.
  • A supportive, flexible working environment where initiative is valued.
  • Competitive remuneration package, based on experience.
  • Long-term career growth opportunities for the right candidate.

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