[Hiring] Executive Assistant @D2B

Role Description

This is a high-agency Executive Assistant to provide direct support to the client across a growing property services group. The role is designed to create structure, reduce bottlenecks, and help evolve a fast-growing, founder-led business into a more organised, scalable operation. This person will act as the client’s operational right hand — bringing order to inboxes, calendars, follow-ups, reporting, and meetings — while also providing broader administrative and digital support across the business.

Responsibilities

• Executive Support
  • Manage Richard's inbox — triage, filing, prioritisation, and draft replies
  • Create structure in Richard's calendar: time blocking, meeting coordination, scheduling discipline
  • Help plan Richard's day and week so priorities are proactively managed, not reactively handled
  • Ensure important tasks, commitments, and follow-ups are captured and progressed
  • Assist with travel, bookings, and general executive administration as required
• Task Sweeping and Follow-Through
  • Own open items Richard initiates and drive them through to completion
  • Pick up tasks after meetings or conversations and convert them into actions
  • Chase internal inputs required to progress or complete work
  • Prepare documents, letters, and reports using business data and internal systems
  • Reduce multi-step, fragmented workflows by helping drive one-touch completion where possible
• Meeting and Leadership Support
  • Coordinate recurring one-on-ones and leadership meetings
  • Prepare agendas, templates, and discussion prompts in advance
  • Capture meeting outputs, minutes, and action items
  • Track ownership and progress of agreed actions
  • Help establish a more disciplined meeting rhythm across the leadership team
• Administrative and Operational Support
  • Produce standardised letters and business documentation
  • Pull reports from internal systems and prepare them in a usable format
  • Support ad hoc business administration: team coordination, internal documents, project assistance
  • Assist with client reporting and formatting of recurring outputs
  • Help improve consistency and structure in internal processes
• Digital and Light Marketing Support
  • Update website content in Squarespace
  • Assist with LinkedIn post drafting and scheduling
  • Help prepare proposals, property management agreements, and presentation materials
  • Use AI tools to improve speed and quality of output where appropriate

Qualifications

• Proven experience as an Executive Assistant, Operations Coordinator, Senior Administrator, or similar
• Strong inbox and calendar management capability
• Excellent written communication and document preparation skills
• Strong follow-up discipline and task management ability
• Experience working with senior leaders or founders
• High proficiency in: Microsoft Outlook, SharePoint, Microsoft 365, Xero, and general business reporting/admin systems
• Excellent spoken and written English — the role involves regular verbal communication, voice notes, and real-time interaction with Richard
• Strong presentation formatting and templating skills — able to produce polished, consistent documents, reports, and slide decks

Requirements

• Experience with MyHR and/or property management systems such as OPM
• Familiarity with Squarespace and LinkedIn
• Background in a property, facilities, or service-based business
• Strong AI literacy — comfortable using tools such as ChatGPT to improve workflows

What Success Looks Like

• Richard's inbox is organised and under control
• His calendar has structure and protected focus time
• Meetings produce clear outputs and defined follow-up
• Administrative work is completed faster and with less friction
• Business tasks are consistently progressed without Richard driving every detail
• The role creates enough leverage that Richard can focus on leadership, growth, and higher-value decisions

Working Style

• Likes bringing structure to messy, fast-moving environments
• Has initiative and the backbone to follow through without prompting
• Can work across executive support, administration, and project coordination simultaneously
• Enjoys being a force multiplier for a busy business owner
• Is comfortable improving systems while also handling day-to-day execution
• Is open to taking on similar admin and operational support tasks across the wider business over time, as the role evolves