Executive Assistant

About the company

Vortex Property Group is a specialist developer-builder that supports business growth within a close-knit, family-style workplace. The organisation values collaboration, approachability, and professionalism, and is looking for someone who brings drive, initiative, and a confident work style to help the team continue to succeed.

Role purpose

This position works directly with the Founder & Managing Director across several companies and projects in a busy, high-accountability environment. The work is varied and demanding, deadlines are important, and taking ownership is essential. The right person will be comfortable operating independently, making decisions when needed, and keeping matters moving without constant direction.

You will help manage competing priorities across multiple businesses, prepare the Founder & Managing Director for senior meetings, draft polished communications, coordinate with internal and external stakeholders, and step in decisively when urgent action is required. When the Founder & Managing Director is away, you will be expected to represent the business professionally and maintain momentum.

Key duties

• Take full responsibility for the Founder & Managing Director’s calendar, inbox, and outstanding follow-up actions.
• Identify issues early and resolve them before they become larger problems.
• Balance priorities and deadlines across multiple business entities.
• Organise preparation and follow-through for executive and board meetings.
• Act on behalf of the Founder & Managing Director when required, ensuring the team remains supported and work continues smoothly.
• Draft fast, accurate correspondence that matches the Founder & Managing Director’s direct and professional style.
• Liaise with lawyers, accountants, consultants, banks, and suppliers.
• Help maintain accountability when teams or timelines are behind.
• Look for ways to improve workflows, systems, and communication.
• Manage ad hoc projects from start to finish and deliver practical outcomes.
• Break down complex tasks and projects into clear, understandable outputs.
• Support data entry and keep emails and documents organised and properly filed.

What we are looking for

We are seeking an experienced Executive Assistant who works with confidence, good judgement, discretion, and commercial awareness. This is a role for someone who naturally notices what needs to be done and takes action without waiting for step-by-step instructions.

Application profile

• At least 4 to 5+ years of experience supporting senior executives in fast-moving environments.
• Strong judgement, close attention to detail, and solid follow-through.
• Ability to manage several priorities at once while maintaining high standards.
• Confidence to manage upward and challenge appropriately when needed.
• Advanced use of Microsoft Office and SharePoint.
• Calm, professional behaviour when working under pressure.
• Familiarity with the Hurstville / Sydney area is an advantage.

Not suited to this role if you prefer

• Having detailed instructions for every task.
• Predictable, low-pressure work.
• Avoiding responsibility or decision-making.
• Thinking of yourself only as a support function.

Why join Vortex Property Group

• Work with supportive leadership and a friendly team culture.
• Gain exposure to both operational and financial aspects of the business.
• Enjoy a varied day-to-day workload with regular change and variety.
• Be valued as an important part of a family-run business, with opportunities to broaden your skill set.

How to apply

Interested candidates should submit a resume and a cover letter addressing the following:

• An example of working in a small business where responsibilities extended beyond the formal job description.
• A time when a task changed direction or evolved during delivery, and how it was handled.

Vortex Property Group is an equal opportunity employer and is committed to diversity and inclusion in the workplace.