Executive & Office Assistant

About The Company
Our client is a well-established, privately-owned investment firm operating at the top end of the Sydney market. Headquartered in premium offices in the heart of the CBD, they manage a sophisticated portfolio spanning property, growth capital and private equity on behalf of a close-knit group of high-net-worth and ultra-high-net-worth investors. This is a firm that has been doing things properly for a long time, and the culture reflects that. Polished without being pretentious, serious without being stiff, and genuinely warm at the top.
This is a newly created role born out of growth, and it sits at the centre of how the business operates day to day.

About The Role
Are you the kind of person who notices what others miss, follows up before being asked, and takes genuine pride in a job finished properly rather than just done? If that sounds like you, keep reading.

You will be the face of this office. The first person clients and investors see when they walk through the door. The right hand for the senior management team across calendars, correspondence, travel and everything in between. And the person who steps seamlessly into the EA to MD role when needed, keeping things running without missing a beat.

This is not a passive role. It demands someone who structures their own work before being asked, anticipates problems before they surface, and holds themselves to a genuinely high standard across everything they touch. In return, you will be trusted, valued, and given real scope to grow.

What You Will Be Doing

• Welcoming clients, investors and guests to the office with the kind of warmth and professionalism that makes people feel looked after from the moment they arrive. Coffee, tea, a proper spread for meetings, that hospitality element is taken seriously here, not treated as an afterthought.
• Managing calendars, meetings and travel for senior executives, staying two steps ahead and resolving clashes before they become problems.
• Drafting and proofreading correspondence, presentations and reports to a genuinely finished standard. Nothing goes out the door half-done.
• Screening and managing email and phone enquiries on behalf of executives, exercising discretion and sound judgement at all times.
• Preparing investor documentation accurately and to schedule, and helping maintain CRM and investor platforms including Caruso and ActiveCampaign.
• Running the office day to day, from supplies and vendors to housekeeping standards and first-line IT troubleshooting. If something needs doing, you do it.
• Acting as the primary backup to the EA to the Managing Director, with the capability and awareness to step into that role and cover it fully when required.

What You Will Bring

• Three or more years of experience in an Executive Assistant, Office Manager or Senior Administration role, ideally within financial services, property, legal, family office, banking or a similarly high-standards environment.
• A track record of supporting senior executives with discretion, composure and follow-through.
• Outstanding attention to detail and a genuine dislike of loose ends. You notice what others miss and you close the loop without being asked.
• Confidence and polish when dealing with senior stakeholders and high-net-worth clients. You know how to read a room.
• Strong written communication and a sharp eye for proofreading across correspondence, documents and presentations.
• Full comfort with Microsoft 365 including Outlook, Word, PowerPoint and Excel, along with calendars, travel coordination and expense reconciliation.
• A genuine curiosity about investing, property and the world of wealth management. You do not need to be a finance expert, but you should care about the industry you are walking into.