Job Description

Think 2 Be Group
n Redcliffe, North Brisbane
n Part time | Approximately 25 hrs per week | School hours considered
n Approximately 60% office-based

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Be the organised centre of a diverse private business group

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Think 2 Be Group is seeking an experienced and highly capable Operations & Executive Assistant to support our Chief Operating Officer, Directors and Advisory Board.

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This is much more than a traditional diary‐management role. You will become the administrative centre of a privately owned group with interests spanning property development, commercial property, listed investments, private market holdings, operating businesses, philanthropy and family interests.

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The role combines executive assistance with hands‐on operational administration. It will suit someone who enjoys creating order, improving systems, tracking details and making sure commitments become actions.

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About the role

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Reporting directly to the Chief Operating Officer, you will provide trusted administrative and operational support across several entities and areas of the business.

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Your responsibilities will include:

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Triaging incoming requests and helping manage competing priorities

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Drafting and formatting professional correspondence, reports, agendas and other documents

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Tracking meeting commitments and following up actions through Asana

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Supporting the monthly Advisory Board cycle, including agendas, board papers, distribution, minutes and action registers

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Maintaining corporate records relating to entities, directors and ASIC lodgements

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Maintaining registers for deeds, agreements, insurances, leases and renewal dates

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Assisting with accounts payable, accounts receivable, reconciliations and payment runs in Xero when required

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Supporting property administration and communication with external property managers, consultants, contractors and suppliers

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Maintaining registers for listed and private investments

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Processing and recording capital calls, distributions, dividends and investment documentation

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Collating investment information into clear reports for the COO and Board

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Managing and improving physical and digital filing systems

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Supporting the adoption of technology and artificial intelligence tools across the group

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Handling commercially sensitive, financial and personal information with strict confidentiality

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About you

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You are methodical, discreet and confident working with senior stakeholders. You naturally keep track of details, anticipate what is needed and follow matters through to completion.

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You will bring:

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At least three years of experience in an executive assistant, office manager or senior administration role

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Experience within a professional services workplace, such as a law firm, accounting practice, financial planning or advisory firm, or family office

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Excellent written English and the ability to prepare board‐ready correspondence, agendas and minutes

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Experience in Xero, including accounts payable, accounts receivable, bank reconciliations and multiple‐entity files

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Advanced Microsoft Word and Excel skills

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Confidence using cloud‐based document management systems

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Strong judgement and a proven ability to handle confidential information

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Exceptional organisation and the ability to manage deadlines across several people and business entities

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A high level of accuracy with numbers, records and documents

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Experience in one or more of the following areas would be highly regarded:

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Property development, construction, commercial property or real estate administration

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Investment, fund or self‐managed superannuation fund administration

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Capital calls, distributions or investment reporting

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Corporate governance, company secretarial work, board papers or minute taking

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Asana or a similar task‐management platform

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Training in the group's Xero processes will be provided, although some prior bookkeeping or finance administration experience would be helpful.

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Why join Think 2 Be Group?

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This is an opportunity to hold a central and trusted position within a diverse private group. You will work closely with senior decision‐makers and gain exposure to property, investment, governance and operational matters.

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We are open to part‐time arrangements from a minimum of 0.6 FTE and will consider school hours for the right person. Approximately 60% of working time must be completed from our Redcliffe office, with some flexibility for remote work.

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Your relevant executive support or senior administration experience

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The professional services environments in which you have worked

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Your experience with board administration, Xero, property or investment administration

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Your preferred working days and hours

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Your availability to commence

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Applications will be treated in strict confidence.

📌 Operations & Executive Assistant (Queensland)
🏢 Think2Be Group
📍 Queensland