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Executive Assistant To Director Of Projects

KAY & BURTON - South Yarra, VIC

Administration & Secretarial
Source: uWorkin


Kay & Burton is a relationship based, specialist advisory real estate business that markets the finest homes and lifestyle properties in Victoria. We provide these services to local and international individuals, families and businesses.

Our directors are highly experienced negotiators and managers, every one of them “hands on” in Kay & Burton’s day-to-day business and involved in its long-term strategies for innovation and growth.

Every person we employ is an integral part of the Kay & Burton brand, with each person bringing to the table a unique set of skills and a commitment to service and excellence. Numbering more than 130 people across 9 offices, the Kay & Burton team is divided between five operating groups - Sales, Property Management, Projects & Developments, Concierge and Operations and is committed to supporting our people through providing a workplace which is envied and respected.

Our Mission

Achieve outstanding results for our clients by nurturing relationships that last a lifetime. Exceed our clients’ expectations through timely anticipation of their needs and flawless execution of our mandate.

Our Vision

Be recognised for our leadership and innovation and extend our footprint within Australia and beyond.

Position Summary

The Executive Assistant role will be responsible for providing organisational and administrative support to the Director of Projects and the immediate team, manage all communications including calls, diaries, letters and emails. The Executive Assistant must ensure effective working relationships with his/her colleagues, sales consultants and key stakeholders to provide the highest level of customer service to ensure the Director focuses on revenue generating activities.

In this role you will will need to recognise and respond to competing priorities in order to create an effective office environment. You will provide an exemplary level of service and build strong relationships with key stakeholders.

The duties and responsibilities of this role require not only a talent for exceptional relationship and communication skills, but also strong attention to detail and well-developed organisational skills where there is a requirement to collaboratively work with a variety of stakeholders all with competing demands.

The Executive Assistant role will work under the day-to-day guidance of a Director to deliver quality services in accordance with Kay & Burton’s service level standards.


  • To manage outlook emails / diary and schedule meetings as requested
  • Manage personal phone and calls as required
  • Manage and prioritise administration tasks
  • Complete sales administration activities to assist your direct manager (e.g. prepare sales files, submission letters, marketing campaigns, etc.)
  • Prepare and complete administration tasks (letters, phone and reception duties)
  • Prepare ad schedules/submissions as requested
  • Maintain property files
  • Co-ordinate and prepare all relevant documentation required for new listings
  • Ensure payment of advertising is accurately managed in accordance with company policies
  • Attend any meetings with clients, vendors and consultants as required.
  • Manage all tasks required to assist with your direct managers work/life balance as required
  • Other functions delegated or assigned in the EA Capacity
  • Travel arrangements as required
  • Manage personal, confidential emails and communication
  • Provide data and PDOL reports
  • Agentbox data entry
  • Provide timely and accurate information to relevant parties
  • Work with current processes and work on continuous improvement for those processes where relevant
  • Conduct internet research on competitors, report findings to Director
  • Attend meetings and prepare & distribute minutes / reports as required.
  • Manage and assist with the business of other administrative staff within the Projects team
  • Weekly sales data reporting.
  • Conduct Open for Inspections when required by Director.
  • Prepare and provide weekly reports to vendors.


  • Communicates well with others
  • Manages relationships & diversity
  • Plans and organised
  • Analyses & problem solves


  • Minimum 2-4 years’ experience in an EA / Sales Assistant role supporting senior management
  • Experience in Real Estate industry highly regarded
  • Agents Representative’s Certificate
  • Highly proficient in Microsoft Office and Excel
  • Excellent communication, organisational & time management skills
  • Ability to work flexibly & autonomously

South Yarra, VIC

Administration & Secretarial


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