Executive Assistant

You will be the operational heartbeat of Coombes Property Group—partnering closely with the CEO, Directors and senior leaders to keep our Sydney office running smoothly while enabling smart, scalable growth across Australia and abroad. You won’t just keep things moving; you’ll elevate how we work, introducing better systems, smarter automation, and high‑quality standards that help the whole organisation perform at its best. Reporting to the CEO and based in Bondi Junction, Sydney. About Coombes Property Group We’re a dynamic, growing private property and infrastructure investment and development company headquartered in Sydney. You’ll join a collaborative, innovative, and professional environment where your contribution genuinely matters and where we invest in your ongoing success. The impact you’ll have Enable executive focus. By owning complex scheduling, travel and meeting preparation, you’ll protect leadership time so they can drive strategy and deals. Raise operational standards. You’ll design and enforce reliable office processes—from reception and records to safety and supplier management—so the office runs predictably well. Accelerate our use of AI. You’ll lead the investigation, recommendation, implementation and ongoing management of AI‑driven tools to make everyday work faster, better and more consistent. Strengthen compliance & trust. You’ll ensure accurate records, secure information handling, and adherence to WHS and privacy standards—foundations for scaling with confidence. Support family stakeholders. Where appropriate, you’ll provide discreet assistance to family members of the CEO on selected personal and business matters. Executive support Own complex calendars, interstate/international travel, visas and itineraries; organise meetings and video conferences across time zones; prepare briefings and research packs. Manage calls and correspondence with professionalism and discretion; build strong relationships with partners and other stakeholders. Office management Lead reception and staff communications; keep communal areas tidy; manage printing, copying, binding and banking tasks. Manage both hard‑copy and electronic files—organisation, storage, retrieval, archiving, retention and disposal—so records are accurate, secure and accessible to authorised staff. Oversee supplier relationships for property management, cleaning and security; organise company events and team‑building activities. Technology, AI & systems Investigate, suggest, implement and manage AI tools that drive efficiency and productivity; stay current on emerging tech and lead adoption of AI‑driven systems. Assist with IT and systems access management; coordinate onboarding/offboarding; liaise with external IT partners; maintain HR IT systems and data integrity in line with privacy laws. Administration & projects Prepare and lodge property documents, contracts and compliance filings; support Directors with project timelines, budgets and reporting across multiple jurisdictions. Family support Provide administrative assistance to family members of the CEO when required, with utmost discretion. What you’ll bring Skills & experience 7+ years as an Executive Assistant or Office Manager supporting a CEO or C‑suite, ideally within a large corporation, law firm, or the property/real estate/investment sectors. Demonstrated ability to manage competing priorities and deadlines in a multi‑site, multi‑jurisdictional business. A stable track record of prior employment, showing reliability and long‑term commitment in previous roles. Hands‑on experience with AI tools and technologies to improve office efficiency and productivity (e.g., automation, document management, scheduling and communication). Advanced proficiency in Microsoft Office (including Outlook) and collaboration platforms such as Teams and SharePoint. Familiarity with property industry terminology, compliance requirements and documentation processes; solid understanding of office IT systems. Exceptional interpersonal and communication skills; collaborative, proactive and solutions‑oriented. High integrity and discretion; strong attention to detail, especially with confidential information and complex schedules; ability to work effectively under pressure. Culturally aware; effective with diverse teams and stakeholders. We invest in your development with ongoing training (technical, leadership and systems), mentoring and 360‑degree feedback; we encourage internal mobility and support relevant professional qualifications. You’ll enjoy a collaborative culture, modern office amenities, competitive remuneration, recognition programs and opportunities to contribute to community and sustainability initiatives. We’re a long‑term private owner of property and infrastructure assets—offering stability and a secure environment for growth. Applicants must have the right to work permanently in Australia. How to apply Send your current CV and a one‑page cover letter explaining: Why your skills, experience and attributes make you a great fit Why you’re interested in a private property and infrastructure investment and development group Email: Remuneration: Commensurate with experience. #J-18808-Ljbffr