Executive Assistant – Building & Construction (RYB08152025)

About Us

About The Role

• Manage and prioritise the MD’s calendar, meetings, and travel arrangements.
• Screen and manage incoming communications, ensuring timely and professional responses.
• Prepare meeting agendas, minutes, and track follow-up actions.
• Coordinate internal and external communications, including client updates and stakeholder briefings.
• Monitor deadlines and priorities to keep the MD on schedule.
• Support strategic projects and assist with business planning activities.
  

• Prepare and lodge building surveying documents, permits, and reports in line with Australian regulatory requirements.
• Liaise with councils, contractors, architects, and consultants on behalf of the MD.
• Track project milestones, compliance submissions, and inspections to ensure timely delivery.
  

• Manage and maintain client records, leads, and pipelines in HubSpot.
• Build and maintain workflows, automations, and reporting dashboards.
• Track client communications and follow-up tasks.
  

• Handle incoming enquiries, qualify leads, and schedule appointments.
• Draft, edit, and proofread correspondence, proposals, and reports.
• Organise and coordinate events, workshops, and presentations.
  

• Conduct industry research on building regulations, compliance changes, and competitor activity.
• Assist in preparing proposals, tender responses, and strategic documents.
  

Other Responsibilities

• Make necessary process suggestions and improvements which can help the team.
• Contributes to team effort by accomplishing related results as needed.
• Perform other related tasks and duties that may be assigned by the client later on.
  

About You

• Minimum 3 years in an EA, PA, or high-level administrative role — ideally supporting a business leader or MD.
• Knowledge of Australian building and construction industry practices (building surveying experience highly regarded).
• Proficiency in HubSpot CRM — including workflows, reporting, and pipeline management.
• Exceptional written and spoken English communication skills.
• Strong organisational skills with the ability to manage multiple priorities.
• High proficiency in Microsoft Office and virtual collaboration tools.
• Comfortable working Australian Eastern Standard Time (AEST) business hours.