Executive Assistant/Trainee Strata Manager

About the role

Signature Strata is seeking a proactive and highly organised Executive Assistant to support our Executive Strata Team in delivering quality services to our stakeholders, including Owners Corporations, committees, clients and service providers.

Working within a small team environment, you will provide excellent client service, administrative support and day-to-day assistance across a busy strata portfolio. This role suits someone who communicates clearly, shows initiative, anticipates where support is needed and is comfortable managing multiple priorities.

Key responsibilities

·        Answer phone calls, take messages and assist clients with straightforward enquiries where appropriate.

·        Prepare and distribute correspondence, mailouts and email communications to clients and stakeholders.

·        Provide administrative support to Executive Strata Managers across daily portfolio functions.

·        Assist with word processing, including reports, papers, letters and general office correspondence.

·        Support communication between Strata Managers, committees, clients and service providers.

·        Arrange appointments, assist with meetings, complete filing, copying, mail and general clerical tasks.

·        Assist with office projects, research, presentations and report writing from time to time.

·        Provide practical support and sound advice to clients, escalating matters where required.

·        Attend client meetings and work closely with committees to support effective portfolio administration.

·        Assist with financial administration, including interpreting financial data, budget review and preparation.

·        Draft clear, concise and professional correspondence on a regular basis.

·        Attend some evening meetings as required.

·        Comply with all office policies, procedures and legal requirements.

About you

You will be a capable administrator with strong customer service skills, a professional phone manner and the ability to build positive working relationships with a wide range of stakeholders. You will enjoy working in a busy, service-focused environment and take pride in accurate, timely and well-presented work.

Skills and experience

·        Approximately 2–5 years’ clerical or office administration experience, ideally within a service-based business.

·        Proven customer service experience, including issue resolution and client support.

·        Excellent written and verbal communication skills.

·        Strong organisational skills with the ability to prioritise, plan and meet deadlines.

·        High attention to detail and accuracy across documents, communications and administrative tasks.

·        Resilience, initiative and a proactive approach to problem solving.

·        Sound business acumen and an understanding of how professional conduct impacts organisational reputation.

·        Good working knowledge of Microsoft Word and Excel, with the ability to learn internal software systems.

·        Integrity, respect and a flexible team-focused approach.

What success looks like

·        Timely responses to email, phone, fax and letter enquiries within expected service timeframes.

·        Accurate and efficient completion of administrative tasks, including key authorities and security pass requests.

·        Completion of tasks assigned by Strata Managers by the prescribed deadline.

·        Weekly filing and records maintenance completed consistently.

·        Strong working relationships with clients, committees, colleagues and service providers.

·        Effective management of issues, conflict and competing priorities with minimal disruption.

Why join Signature Strata?

This is an opportunity to join a professional, service-focused strata team where your organisational skills, client service mindset and attention to detail will make a genuine impact. You will work closely with experienced strata professionals and support a diverse portfolio of stakeholders in a varied and rewarding administrative role.

How to apply

If you are a motivated administrator with strong communication skills and a passion for delivering excellent client service, we would love to hear from you. Please submit your resume and a brief cover letter outlining your suitability for the role.

NO AGENCIES - Thank you.