Executive Operations Manager

Overview

We are seeking a highly organised, proactive and resourceful Operations & Executive Assistant to support the day-to-day operations of a fast-paced events, hospitality and creative business.

This role is ideal for someone who enjoys variety and can seamlessly move between administration, project coordination, client servicing, supplier management and operational support.

The successful candidate will become the Director's right hand, helping to ensure projects, events, meetings and daily operations run smoothly.

Key Responsibilities

Executive Support

• Manage Director's calendar and appointments
• Coordinate meetings and site visits
• Prepare meeting notes and action lists
• Follow up on outstanding tasks and deadlines

Project & Event Coordination

• Assist with event proposals and quotations
• Coordinate vendors and suppliers
• Prepare project timelines and checklists
• Track project budgets and expenses
• Liaise with clients on logistics and administrative matters
• Coordinate event manpower and schedules

Operations Administration

• Organise company files, contracts and documentation
• Track project profitability and expenses
• Manage procurement and office supplies

Floral & Styling Coordination

• Assist with floral orders and supplier communication
• Coordinate deliveries and installations
• Prepare styling inventories and checklists
• Support project setup and breakdown

Requirements

Essential

• 2-5 years administrative, operations or project coordination experience
• Excellent organisational skills
• Strong written and verbal communication
• Proficient in Google Workspace and Microsoft Office
• Able to multitask and prioritise effectively
• Comfortable working in a fast-moving environment

Bonus

• Events, hospitality, wedding or catering experience
• Experience using Canva
• Experience preparing quotations and invoices
• Familiarity with Xero or accounting systems
• Driving licence