Executive Assistant

About Us Buddle was founded to address the growing demand for reliable and efficient staffing solutions across diverse industries globally. Our mission is to seamlessly connect businesses with skilled professionals, fostering long-term partnerships that benefit both parties. At Buddle, we prioritise trust, value, and sustainability in every staffing solution we provide. About the Role We are seeking a highly organised and resourceful Executive Assistant with knowledge and experience in the Building & Construction industry to provide high-level administrative and operational support to the Managing Director (MD) of a Melbourne-based building surveying firm. In this role, you will manage business priorities, coordinate projects, handle sensitive communications, and ensure the MD’s day runs smoothly. You will also oversee client interactions and business systems — including HubSpot CRM — and provide essential support for the delivery of building surveying services. If you are proactive, detail-oriented, and thrive in a fast-paced environment where discretion and excellent communication are key, we’d love to hear from you. Key Responsibilities Executive Support Manage and prioritise the MD’s calendar, meetings, and travel arrangements. Screen and manage incoming communications, ensuring timely and professional responses. Prepare meeting agendas, minutes, and track follow-up actions. Coordinate internal and external communications, including client updates and stakeholder briefings. Monitor deadlines and priorities to keep the MD on schedule. Support strategic projects and assist with business planning activities. Industry & Compliance Administration Prepare and lodge building surveying documents, permits, and reports in line with Australian regulatory requirements. Liaise with councils, contractors, architects, and consultants on behalf of the MD. Track project milestones, compliance submissions, and inspections to ensure timely delivery. HubSpot CRM & Business Systems Manage and maintain client records, leads, and pipelines in HubSpot. Build and maintain workflows, automations, and reporting dashboards. Track client communications and follow-up tasks. Business & Client Coordination Handle incoming enquiries, qualify leads, and schedule appointments. Draft, edit, and proofread correspondence, proposals, and reports. Organise and coordinate events, workshops, and presentations. Research & Special Projects Conduct industry research on building regulations, compliance changes, and competitor activity. Assist in preparing proposals, tender responses, and strategic documents. Other Responsibilities Make necessary process suggestions and improvements which can help the team. Contributes to team effort by accomplishing related results as needed. Perform other related tasks and duties that may be assigned by the client later on. About You Minimum 3 years in an EA, PA, or high-level administrative role — ideally supporting a business leader or MD. Knowledge of Australian building and construction industry practices (building surveying experience highly regarded). Proficiency in HubSpot CRM — including workflows, reporting, and pipeline management. Exceptional written and spoken English communication skills. Strong organisational skills with the ability to manage multiple priorities. High proficiency in Microsoft Office and virtual collaboration tools. Comfortable working Australian Eastern Standard Time (AEST) business hours. Buddle Benefits Included Health insurance Internet allowance KPI incentive program Fortnightly virtual happy hour Annual group offsites Finer Details Schedule: TBD Start Date: TBD #J-18808-Ljbffr