Executive Assistant

Executive Assistant (12 Month Parental Leave Contract)

About Us

Papasavas Group is a family owned and operated business with a focus on property, education and hospitality. We have a rich history, founded in Melbourne and have an asset portfolio that includes CBD property, the development of the Maygar Industrial Estate, as well as the Munro Street development in South Melbourne that encompasses the ‘Half Acre’ project. The groups entrepreneurial spirit has enabled us to expand into other growth areas which include the most recent addition to Papasavas Group, Halifax Elevators. Hospitality and education for the hospitality industry has also been a major platform and passion project.

Role Description

This is a part-time (0.6 or 0.8 ideally) on-site role for an experienced Executive Assistant with a flair and genuine interest in Property Management. The Executive Assistant will be responsible for all generalist EA duties however there will be a predominant focus around providing Property Management support as well as facilitating communication more broadly with stakeholders across various businesses within the group.

What You’ll Bring

Executive Support

• Executive Coordination: Schedule, prepare, and document meetings
• Calendar Management: Manage a busy calendar with alignment across professional and personal priorities
• Project Management: Oversee key projects across various businesses
• Strategic Support: Triage tasks, prioritise requests, and anticipate challenges before they arise as well as often

greeting guests as they arrive

• Liaise with clients, suppliers and importantly our internal team
• Personal Appointments: Schedule and manage social and personal engagements.

Property Management

• Property Maintenance: Manage relationships with tenants end to end and liaise with technicians and trades as needed to coordinate repairs and maintenance
• Property Systems: Develop standard operating procedures to ensure well-kept records regarding rental information, insurances, lease agreements and other documents
• Record Keeping: Ensure smooth financial tracking of property expenses and rental income.
• Portfolio Management: work with our Managing Director and CFO to review opportunities across the property portfolio and drive any agreed actions

Travel Coordination

• Global Itineraries: Craft seamless travel plans covering flights, accommodations, and activities as needed
• Change Management: adapt travel plans and liaise with various concierge teams and agents to ensure plans are managed and adapted as changes occur

Event Planning

• Private Events: Plan and execute high-quality events at both Papasavas Group venues or other locations

What We’re Looking For

• Experience: 5+ years in a similar Executive Assistant or Property Management role
• Proficiency in Microsoft Office suite
• Exceptional organisation, time management, and strategic thinking abilities.
• Confidence to liaise with stakeholders of all levels.
• Expertise in property maintenance and management
• Financial acumen for budget management and reconciliation.
• Discreet, dependable, and highly professional
• Resourceful, proactive, and adaptable

What’s in it for You?

• Competitive salary for a flexible part-time role dependent on experience
• Work-Life Balance: Supportive and adaptable working conditions.
• Impactful Role: Play a critical part in shaping what the role looks like by flexing into your areas of expertise

We are committed to ensuring diversity and inclusion throughout the recruitment process.

Please contact our Group People and Culture Manager directly on 0410597085 to have a confidential discussion or apply directly here.