Executive Assistant
Wealth Hub Australia
Job Overview
We are seeking a highly capable, proactive, and commercially minded Executive Assistant to support the Director and leadership team at Wealth Hub Australia.
This is not a traditional “diary and admin” role. It is a high-responsibility position requiring strong organisational ability, attention to detail, project coordination skills, and confidence in dealing with clients and external stakeholders.
The ideal candidate will be intelligent, solutions-focused, highly organised, and willing to learn. Experience in property, finance, or contracts is desirable — but attitude, capability, and a strong desire to grow are valued just as highly.
You will play a critical role in ensuring our operations run smoothly, our contracts are managed professionally, and our clients experience seamless service from engagement through to settlement.
Key Responsibilities
Executive & Operational Support
* Calendar & Meeting Management:
Coordinate executive and team schedules, manage meeting bookings, prepare agendas, and record minutes where required.
* HR & Payroll Administration:
Utilise Employment Hero (or similar) for HR processes, support onboarding of new staff, manage payroll via Xero, and coordinate employment documentation.
* Partner & Agreement Management:
Issue and track agreements via DocuSign, invoice partners at milestone dates, and ensure payment terms are adhered to.
* Communication & Documentation:
Draft internal communications, memos, reports, and property investment summaries. Ensure all documentation is professional and aligned with company standards.
* Event & Travel Coordination:
Organise internal events, client functions, and executive travel arrangements.
* Process Improvement:
Identify inefficiencies, recommend improvements, and assist with implementation of better systems and workflows.
* Confidentiality & Discretion:
Handle sensitive business and client information with complete professionalism.
Contract & Transaction Management (High Priority Area)
A core component of this role involves overseeing residential property contracts from issue through to settlement.
You will be responsible for:
* Coordinating contracts of sale between clients, builders/vendors, and conveyancers.
* Ensuring contracts are signed, countersigned, and returned within required timeframes.
* Tracking key contract milestones and critical dates.
* Proactively following up all parties to prevent delays.
* Ensuring variations, amendments, and special conditions are managed correctly.
* Liaising with solicitors and conveyancers to ensure smooth progression.
* Monitoring finance approval timeframes and keeping stakeholders aligned.
* Supporting pre-settlement coordination where required.
This requires strong project management skills, attention to detail, and the confidence to communicate clearly with professionals across multiple organisations.
Client & Stakeholder Coordination
While this role is titled Executive Assistant, you will also:
* Act as a key coordination point between clients and service providers (solicitors, accountants, finance team, property managers).
* Assist in organising six-monthly client reviews and financial updates.
* Support clients through insurance, depreciation schedules, and compliance requirements.
* Ensure client queries are handled promptly and professionally.
* Maintain accurate CRM records and track client progress.
Qualifications & Experience
* Minimum 3 years’ experience in executive support, administration, client services, property, or finance.
* Strong organisational and time management skills.
* High attention to detail, particularly in documentation and contracts.
* Excellent written and verbal communication skills.
* Commercially aware and confident dealing with professionals.
* Desirable (but not essential):
o Experience in residential real estate or property investment
o Exposure to contracts of sale
o Familiarity with Xero, Employment Hero, DocuSign, CRM systems
Personal Attributes We Value
* Highly organised and proactive.
* Comfortable managing multiple moving parts simultaneously.
* Strong sense of accountability.
* Willingness to learn and grow within the role.
* Professional presence and emotional intelligence.
* Able to take ownership rather than waiting for instruction.
This role is best suited to someone who enjoys responsibility and wants to grow into a senior operational support function within a fast-moving business.
Work Schedule
Monday & Friday: Work from home
Tuesday to Thursday: In office
Core hours are 8:00am – 3:00pm, Monday to Friday.
Due to the nature of the role and coordination with clients, conveyancers, builders, and internal stakeholders, occasional after-hours work may be required on an ad hoc basis to meet key deadlines and contract timeframes.
How to Apply
Please submit:
* Your CV
* A detailed cover letter outlining your experience and why you would be suited to managing contracts and executive operations within a property-focused business.
We look forward to reviewing your application and welcoming the right candidate to our growing team.