Executive Assistant / Chief of Staff (Delivery & Asset Focus)
Executive Assistant / Chief of Staff (Delivery & Asset Focus) (Mandarin/English | Founder-led Property & Construction Group)
Location
Melbourne, VIC | Full-time
About Us
Ouson Group is a privately owned Melbourne-based property group with 15+ years of history across development, construction, asset management and (increasingly) prefabricated housing delivery. We're a lean, founder-led business: fast decisions, high standards, and a practical "get it done" culture.
The Role
This is not a traditional diary-only EA role.
We're looking for a high-maturity, high-structure Executive Assistant / Chief of Staff who can operate as the CEO's execution engine and control tower—keeping projects, assets, consultants, documents and follow-ups moving with discipline and clarity.
You will help stabilize delivery across the active projects and commercial assets, while protecting CEO time and ensuring professional, consistent communication with external stakeholders.
Key Responsibilities
CEO Execution & Control Tower
* Turn CEO priorities into action plans, owners, deadlines and follow-up cycles
* Run weekly project/asset reporting cadence (concise, consistent, accurate)
* Create meeting agendas, minutes, and action trackers that actually close loops
* Protect CEO time: filter noise, escalate only what requires decisions
Project & Asset Support (Hands-on)
* Coordinate with planners, architects, engineers, builders, agents, lawyers, financiers
* Track deliverables, approvals, variations, and dependencies
* Maintain structured filing (contracts, permits, correspondence, reporting)
Communication & Stakeholder Management
* Draft high-quality emails and briefs (professional, calm, clear)
* Set expectations with consultants and chase outcomes respectfully but firmly
* Maintain confidentiality and discretion at all times
We're looking for someone who is:
* Bilingual Mandarin/English (spoken and written) — important for our cross-border and multicultural environment
* Highly organised, logical, and calm under pressure
* Mature, discreet, and loyal
* Comfortable working with a strong founder in a fast-moving SME
* Able to work independently and close tasks without being chased
* Not political, not easily offended, not emotionally reactive
Not suitable if you:
* Need constant supervision or reassurance
* Prefer slow corporate environments and rigid role boundaries
* Take direct feedback personally
* Enjoy workplace politics, gossip, or "being right" more than delivering outcomes
Ideal Background (any of the following)
* EA / Senior PA supporting CEO/GM in property, construction, development, consulting, finance
* Project coordination within development/construction (even if not titled "EA")
* Strong administration leaders with real execution discipline and excellent writing
How to Apply (Important)
Please submit:
* Your CV
* A one-page response (in English) answering:
* "Describe a time you supported a strong leader under pressure. How did you keep execution moving and reduce risk?"
* Confirm your language level: Mandarin (native/advanced/intermediate) and English (native/advanced/intermediate)
Applications without the one-page response will not be considered.
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Your application will include the following questions:
* Which of the following statements best describes your right to work in Australia?
* How many years' experience do you have as an executive assistant?
* How would you rate your Mandarin language skills?
* Do you have experience in administration?
* How much notice are you required to give your current employer?
* How many years' experience do you have as a Generative AI Writer?
* Have you completed a qualification in building & construction?
* How many years' experience do you have as a Property Development Executive?
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What can I earn as an Executive Assistant
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