Virtual Assistant (Bookkeeper/Property Management)

Position Overview

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.

Key Responsibilities

1. Portfolio Administration

• 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.

2. Financial Coordination

• 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.

3. Development Administration

• 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.

4. Professional Liaison

• Serve as a central coordination point for industry professionals and advisors.

• Schedule meetings and prepare relevant documentation and materials.

5. Governance Support

• Maintain records of investment decisions and resolutions.

• Track capital allocations and related documentation.

• Assist in preparing quarterly review and reporting materials.

Candidate Profile

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.

Skills & Experience

• 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

Reporting Structure

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.