The Executive Virtual Assistant/Administrative & Operations Coordinator will serve as the first internal administrative appointment and act as the operational anchor of the platform. This role provides structured and high-level administrative support across portfolio management, financial coordination, development administration, governance, and professional liaison.
This position requires a high degree of discretion, accuracy, professionalism, and the ability to execute responsibilities calmly within a private capital environment.
Maintain and update the asset register and reporting dashboards.
Monitor lease agreements, renewals, and rental summaries.
Coordinate with property managers and external service providers.
Track insurance policies and critical compliance deadlines.
Assist with preparation and submission of banking documentation.
Maintain facility summaries and related financial records.
Track interest rates, loan maturities, and covenant requirements.
Prepare quarterly financial summary packs and supporting documentation.
Provide administrative support for project entities and related documentation.
Track consultant appointments and contractual agreements.
Maintain project cost schedules and documentation.
Coordinate approvals, correspondence, and project-related communications.
Answer and screen incoming calls professionally.
Serve as a central coordination point for industry professionals and advisors.
Schedule meetings and prepare relevant documentation and materials.
Maintain records of investment decisions and resolutions.
Track capital allocations and related documentation.
Assist in preparing quarterly review and reporting materials.
The ideal candidate will demonstrate the following attributes:
Highly organised and structured approach to work
Strong attention to detail and accuracy
Comfortable handling financial documentation
Discreet, professional, and trustworthy
Calm under pressure
Capable of working independently with minimal supervision
Experience in property, accounting, legal administration, or family office environments will be highly regarded.
3–8 years of experience in an administrative, property, or finance support role
Strong proficiency in Microsoft Excel and document management systems
Experience liaising with industry professionals and stakeholders
Excellent written communication skills
Understanding of trusts and corporate structures (advantageous)
Strong IT proficiency and experience using relevant software systems
Experience with Xero accounting software is preferred
This role reports directly to the Chairman.
As a trusted position within a private capital platform, the successful candidate must demonstrate discretion, integrity, and professionalism at all times.
Hunt St
Destination Knot
Accordus
iSTA Solutions
Virtual Staff 365
Dynamic Business Outsourcing Solutions (DBOS)