Executive, HR & Operations Virtual Assistant (AU Real Estate - VaultRE Required)

Job Description

Key Responsibilities • 1. Executive Inbox & Calendar Ownership • Manage executive and team email inboxes—sorting, tagging, drafting responses, and flagging priority items. • Dynamically coordinate complex calendars, arrange internal and external meetings, and handle real-time scheduling conflicts. • 2. Operations, KPI Tracking & Associate Support • Collect, analyze, and prepare weekly performance statistics and KPI reports for the team. • Attend internal team meetings to capture detailed notes, draft summaries, and hold team members accountable for action items. • Design weekly training presentation slides and follow-up resources to support continuous team development. • 3. HR Administration & Recruitment Support • Assist with end-to-end recruitment: post job ads, screen candidates, conduct reference checks, and coordinate with recruitment agencies. • Manage onboarding logistics, including drafting offer letters and processing standard employment paperwork. • Assist management with HR compliance by preparing performance notes and drafting Performance Improvement Plans (PIPs) with strict confidentiality. • 4. Corporate Event Coordination • Research venues, request quotes, and assist in planning team and corporate events. • Manage guest RSVPs, track dietary needs, coordinate speaker schedules, and prepare branded event materials. • Mandatory Requirements & Qualifications • Real Estate Experience: Must have prior experience supporting Australian Property Management (PM) and Sales operations. • VaultRE Mastery: Hands-on experience with VaultRE is required. Familiarity with platforms like PropertyTree, Pricefinder, and Activepipe is a strong bonus. • Tech & Design Proficiency: Advanced skill in Google Workspace (Docs, Sheets, Slides, Gmail) and DocuSign . Experience using platforms like Outfit or Designly to generate slides and branded marketing/event collateral. • HR & Recruitment Experience: Proven track record handling recruitment pipelines, onboarding workflows, and sensitive HR files with total discretion. • Flawless Communication & Detail Orientation: Exceptional written and spoken English skills, professional email etiquette, and top-tier meeting minute-taking abilities. • Proactive Mindset: Ability to anticipate needs, spot operational bottlenecks, and keep projects moving without constant oversight.