Personal Assistant to the CEO

Job Description

Part Executive Assistant. Part Organiser. Part Air-Traffic Controller.

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Preston Rowe Paterson is one of Australasia's largest independent property valuation and consultancy organisations, operating through an extensive network of offices across Australia and New Zealand.

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We are looking for an exceptional Personal Assistant to the CEO.

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But this is not a traditional PA role.

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Think of it more as traffic management.

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On any given day, there are people to connect, flights to book, meetings to coordinate, events to organise, franchise enquiries to direct, website content to update and a CEO who may need to be in three places at once.

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Your job is to keep the traffic moving.

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The role:

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Working directly with the CEO, you will sit at the intersection of our Board, senior executive team, franchise network, clients and external stakeholders.

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You will become the person who knows what is happening, where it needs to go, who needs to know about it and what needs to happen next.

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The existing position has responsibility for supporting the CEO, Board and national management team, handling incoming communications, coordinating franchise enquiries, arranging Board travel and maintaining corporate systems and communications. We are evolving that position into a broader and more dynamic Personal Assistant role.

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Your flight plan will include:

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• CEO diary and travel management – coordinating meetings, flights, accommodation, itineraries and the inevitable last-minute change of plan.
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• Board and Executive travel – arranging travel and accommodation for Board members and members of the Senior Executive team. The existing role already coordinates CEO and Board travel, including itineraries and diary entries.
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• Franchise network traffic control – being a central point of contact for enquiries from across our network and, importantly, knowing where to direct them. You will not necessarily need to know every answer, but you will need to know who does. This builds on the existing responsibility for initially handling and appropriately escalating franchise enquiries.
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• Events and functions – assisting the CEO with conferences, corporate events, sponsorships, client functions, internal events and speaking engagements.
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• Website management – keeping website content current, uploading news, articles and other material and assisting with our broader digital presence. Strong WordPress skills are essential. The position already carries responsibility for editing and uploading website content and maintaining company information resources.
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• Executive administration – preparing correspondence, presentations, documents, meeting material and reports and making sure the CEO is prepared for what comes next.
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• Keeping things moving – following up actions, chasing information, anticipating bottlenecks and making sure important matters do not disappear into somebody's inbox.
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Who are we looking for?

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You are exceptionally organised without needing everything around you to be predictable.

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You enjoy being the person in the control tower.

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You can have a Director on the telephone, an airline itinerary open on one screen, WordPress on another and an event organiser waiting for an answer – and still know exactly what needs to happen next.

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You will have excellent written and verbal communication skills, outstanding attention to detail and the confidence to deal professionally with senior executives, Board members, franchisees, clients and suppliers. These qualities build upon the strong organisational and attention-to-detail requirements of the existing position.

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You will also be comfortable with technology. WordPress experience is essential, together with strong Microsoft 365 skills. Experience with CRM systems, digital marketing platforms, Canva or Adobe products would be highly regarded.

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Most importantly, you will have initiative.

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We do not want someone who waits to be told that two meetings overlap, a flight has changed or something has not been followed up.

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We want someone who sees the traffic building – and redirects it before there is a problem.

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Why PRP?

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Preston Rowe Paterson is a growing professional services organisation with a significant Australasian footprint. This role provides unusual exposure to the operation of a national business, its Board, senior leadership team and franchise network.

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It will suit someone who enjoys variety, responsibility and working closely with senior decision-makers – and who takes considerable satisfaction from making a complicated organisation run just that little bit more smoothly.

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Personal Assistant to the CEO

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Preston Rowe Paterson

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Keep the traffic moving.