Personal Assistant/Business Manager

Marshall White, a prominent name in Melbourne's premium real estate market, is pleased to offer a unique opportunity for an experienced Personal Assistant & Business Manager to support a high-performing Director at our Hawthorn office.

With nine offices across some of Melbourne's most prestigious suburbs—including Stonnington, Boroondara, Port Phillip, Bayside, Manningham, and the Mornington Peninsula—Marshall White is a recognised leader in Residential Sales, Project Marketing, and Property Management.

Our unwavering commitment to excellence, innovation, and client service has earned us a reputation as one of the most trusted and respected brands in luxury real estate. These achievements are grounded in our core values:

• Integrity – We do what we say, and we do what's right.

• Teamwork – We believe in winning together and thriving together.

• Professionalism – We strive for excellence in every moment.

About the Position

We are seeking a highly organised, proactive, and dedicated Executive Assistant/Business Manager to support a high-performing Director. This multifaceted role demands extraordinary initiative, flexibility, and discretion. The ideal candidate will be adaptable and enjoy working within an entrepreneurial environment that is mission-driven and results-focused.

This role exceeds the typical 9-5 commitment and offers significant rewards for the right individual. You will engage with all aspects of the business, managing day-to-day activities and projects, taking full control when necessary. Approximately 50% of the role will involve personal assistant duties.

About You

You are a well-presented, qualified, and experienced Personal Assistant, proactive and detail-oriented with exceptional organisational skills. Like the Director you support, you have a strong customer focus and drive to build great relationships. You thrive in a diverse, ever-changing environment with relentless positivity.

Experience with confidential and sensitive information is essential, acting with integrity and discretion at all times. You are a master at managing professional and personal schedules, including agendas, mail, email, calls, travel arrangements, client management, and company logistics.

Motivated by a talented team and a commitment to customer experience, you roll up your sleeves to ensure the Director and Sales Team operate efficiently and productively. You excel at promptly returning calls and emails and enjoy balancing a dynamic and busy environment.

You believe there are no no-win scenarios and possess the resilience and tenacity to learn new systems and processes, always seeking ways to improve effectiveness and efficiency. You are ready to embrace our company's vision, culture, and value proposition.

Responsibilities

• Provide comprehensive support services to the Director, ensuring a professional, responsive, and effective experience.

• Coordinate the Director's daily calendar, appointments, meetings, conferences, and executive events.

• Facilitate internal communications such as distributing information and scheduling presentations.

• Manage professional and personal scheduling and communications for the Director, including mail, email, calls, travel, and client management.

• Oversee projects and conduct research as needed.

• Handle financial and accounting tasks, including budget management and payroll organisation.

• Act as liaison between the Director and clients, delivering excellent customer service and assisting in business partnership development.

• Duties comprise approximately 50% Personal Assistant, 25% Business Management, and 25% Sales Administration.

Qualifications and Skills

• Proven experience as a Personal Assistant or similar role.

• Excellent organisational and time management skills.

• Strong attention to detail and problem-solving abilities.

• Outstanding written and verbal communication.

• Proficient with Microsoft Office Suite.

• Ability to manage confidential, sensitive information with discretion and professionalism.

• Flexible and capable of adapting to changing priorities and working independently.

• Willingness and ability to work outside regular office hours if required.

• Confident communication with family members.

• Experience mentoring, supporting, and upskilling team administrators.

• Valid driver's license, vehicle, and willingness to travel if necessary.

• Prior real estate experience preferred but not essential.

• Polished, professional communication skills.

• Ability to work effectively within a highly successful team environment.

Benefits of Joining Our Team

• Dynamic and progressive work environment.

• Association with a market-leading premium brand.

• Fantastic company culture.

• Competitive salary.

This is an exceptional opportunity for someone seeking a long-term role with one of Melbourne's leading progressive agencies.

Applicants must have full rights to live and work in Australia.

Please note: Only shortlisted candidates meeting the criteria will be contacted.

Recruiters: This role is managed internally; external approaches are not required.