Executive Assistant for a small family officeA multi-generational family office requires an Executive Assistant to sit at the heart of its operation.
This is a key role supporting both the office executive and members of the family, managing the day-to-day running of the business while also looking after the needs of the family.
No two days are the same: one moment you might be coordinating the office's operations, the next organising cleaners and maintenance for a family household, arranging insurance for the property portfolio, or bringing order to the network of service providers who look after the office and the family.
It suits someone who enjoys juggling many priorities, takes pride in getting the details right, and wants to be a trusted, valued part of a small and close-knit team.Key responsibilitiesOffice and Property ManagementAnswer phones and welcome guestsOffice services coordination – cleaning, mail, security, landscaping, IT, telecoms, subscriptions, repairs and maintenance, maintain office suppliesManage residential properties owned by the family, including coordinating and meeting repairs and maintenance, liaise with Tenants, rent collection and engaging external service providers as requiredExecutive AssistanceProcess invoices, receipts, and payments to Xero and internet banking platformsPerform account reconciliationsManage office documents and archiving, ensuring online storage is easily accessibleAssist with investment documentation including investment establishment and information requestsArrange quarterly board meetings, including meeting invites, travel and accommodation for board members,



catering and ad hoc supportCoordinate travel for staffCharitable Foundation ManagerAct as the 'Gatekeeper' and first point of contact for potential charitiesCommunicate and visit with Charities to collect information on prior donations and progressCommunicate and visit with Charities to understand upcoming 'needs' so the Foundation can considerAssist with accounting and administration requirements for the charitable foundationFamily AssistanceAssist with repairs and maintenance of family assets, including insurance and other domestic servicesManage household accounts, telecommunications and coordinate maintenance including cleaners, gardeners, mechanical servicing and repairsSupport arrangement of servicing and cleaning of vehiclesMonitor family properties while owners are absentAd hoc tasks as requiredAbout youAbility to prioritise workflow and communicate this with staff and family members.
No two days are the same, so this role requires someone who can manage multiple tasks and take initiativeExercise discretion and maintain absolute confidentiality in carrying out responsibilities for both the business and family membersValid driver's license and access to a car (usage costs will be reimbursed)University educatedUnderstanding of Microsoft Word, Excel and SharepointExposure to Xero and accounts payable preferred but not essentialCompensationThis role is permanent part-time, 20 hours per week with flexibility for extra hours as needed on occasionThe selected candidate would be expected to be in office five days per week, however we are open to discussing what times of day suits you best6 weeks annual leave per annum FTE (our office is shut for 2 weeks over the Christmas / Current Year period)
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📌 Executive Assistant For A Small Family Office (Brisbane)
🏢 Important Company of the Sector
📍 Brisbane