Be the organised centre of a diverse private business group

Think 2 Be Group is seeking an experienced and highly capable Operations & Executive Assistant to support our Chief Operating Officer, Directors and Advisory Board.

This is much more than a traditional diary-management role. You will become the administrative centre of a privately owned group with interests spanning property development, commercial property, listed investments, private market holdings, operating businesses, philanthropy and family interests.

The role combines executive assistance with hands-on operational administration. It will suit someone who enjoys creating order, improving systems, tracking details and making sure commitments become actions.

About the role

Reporting directly to the Chief Operating Officer, you will provide trusted administrative and operational support across several entities and areas of the business.

Your responsibilities will include:

• Triaging incoming requests and helping manage competing priorities.
• Drafting and formatting professional correspondence, reports, agendas and other documents.
• Tracking meeting commitments and following up actions through Asana.
• Supporting the monthly Advisory Board cycle, including agendas, board papers, distribution, minutes and action registers.
• Maintaining corporate records relating to entities, directors and ASIC lodgements.
• Maintaining registers for deeds, agreements, insurances, leases and renewal dates.
• Assisting with accounts payable, accounts receivable, reconciliations and payment runs in Xero.
• Supporting property administration and communication with external property managers.
• Maintaining registers for listed and private investments.
• Processing and recording capital calls, distributions, dividends and investment documentation.
• Collating investment information into clear reports for the COO and Board.
• Managing and improving physical and digital filing systems.
• Supporting the adoption of technology and artificial intelligence tools across the group.
• Handling commercially sensitive, financial and personal information with strict confidentiality.

About you

You are methodical, discreet and confident working with senior stakeholders. You naturally keep track of details, anticipate what is needed and follow matters through to completion.

You will bring:

• At least three years of experience in an executive assistant, office manager or senior administration role.
• Experience within a professional services environment, such as a law firm, accounting practice, financial planning or advisory firm, or family office.
• Excellent written English and the ability to prepare board-ready correspondence, agendas and minutes.
• Experience in Xero, including accounts payable, accounts receivable, bank reconciliations and multiple-entity files.
• Advanced Microsoft Word and Excel skills.
• Confidence using cloud-based document management systems.
• Strong judgement and a proven ability to handle confidential information.
• Exceptional organisation and the ability to manage deadlines across several people and business entities.
• A high level of accuracy with numbers, records and documents.
• Current Australian working rights.
• A current driver’s licence.

Experience in one or more of the following areas would be highly regarded:

• Property development, construction, commercial property or real estate administration.
• Investment, fund or self-managed superannuation fund administration.
• Capital calls, distributions or investment reporting.
• Corporate governance, company secretarial work, board papers or minute taking.
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