Executive and Administrative Assistant

About the Role

We are seeking a highly organised and proactive Executive & Administrative Assistant to support the Sales & Operations Lead in managing daily operations, administrative tasks, business initiatives, and major client events across our Australian business.

This is a hands-on, office-based role in North Sydney, requiring flexibility to work varied shifts across a 40-hour week, including weekends when necessary. The position also involves occasional interstate travel to oversee and support events, roadshows, and other business activities.

The ideal candidate thrives in a fast-paced environment, manages competing priorities effectively, and takes ownership of tasks from planning through completion.

Key Responsibilities

1. Executive & Administrative Support

• Provide day-to-day administrative and executive support to the Sales & Operations Lead.
• Manage diaries, meetings, appointments, and business schedules.
• Prepare reports, presentations, agendas, and business documentation.
• Monitor deadlines, action items, and project deliverables.
• Coordinate communication between internal teams and external stakeholders.
• Maintain accurate and organised business records.

2. Event Administration & Coordination

• Support the planning and delivery of client events, roadshows, and other business activities.
• Coordinate with the Events Coordinator, suppliers, venues, and internal stakeholders.
• Manage attendee communications, registrations, schedules, and event logistics.
• Liaise with Australian speakers, roadies, telesales teams, and event personnel.
• Maintain event databases, attendance records, client feedback, and marketing assets.
• Coordinate post-event reporting and follow-up activities.

3. Operational & Project Support

• Assist with LFX event administration, coordination, and operational reporting.
• Support mentor management and related operational activities.
• Track project milestones, outstanding actions, and business deliverables.
• Coordinate across departments to ensure timely execution of operational requirements.
• Support new business initiatives and identify opportunities for process improvement.

4. Sales & Business Support

• Provide administrative support for sales and marketing activities.
• Prepare sales reports, maintain business records, and update CRM systems.
• Assist with recruitment, onboarding, and training administration.
• Coordinate communications, meetings, and follow-ups with JV partners and key stakeholders.
• Ensure accurate and timely updates across business systems.

5. Event Oversight & Interstate Travel

• Travel interstate when required to support and oversee major events, roadshows, and business activities.
• Provide hands-on operational and administrative support during live events.
• Coordinate onsite logistics, event schedules, staffing, and operational requirements.
• Work closely with the Australian team to ensure events run smoothly and meet expected standards.
• Respond proactively to operational challenges and changing priorities during events.

Essential Qualifications & Experience

• Minimum of five years of relevant professional experience in executive support, administration, operations coordination, event coordination, or a similar role.
• Proven experience supporting senior leaders or management teams in a fast-paced environment.
• Strong organisational, time-management, and multitasking skills.
• Excellent written and verbal communication skills, with confidence engaging senior leaders, clients, and external stakeholders.
• Experience preparing reports, presentations, and professional business documentation.
• Proficiency in Microsoft Office, particularly Outlook, Excel, Word, and PowerPoint.
• Strong attention to detail, problem-solving skills, and ability to work independently.
• Demonstrated ability to manage competing priorities, meet deadlines, and follow through on commitments.
• Must be based in Sydney and able to work onsite at our North Sydney office.
• Must be available to work 40 hours per week across varied shifts, including weekends as required.
• Willingness and ability to travel interstate for event oversight and operational support when necessary.

Preferred Experience & Personal Attributes

• Previous experience supporting sales, operations, or event management teams.
• Experience coordinating corporate events, roadshows, or client-facing activities.
• Familiarity with CRM administration, operational reporting, and project coordination.
• Proactive, dependable, commercially aware, and adaptable to changing business priorities.
• Strong sense of accountability, initiative, and commitment to operational excellence.

What We're Looking For

We are looking for someone who goes beyond traditional administrative support—an individual who anticipates business needs, takes ownership, and ensures tasks are completed effectively.

You should be comfortable working across multiple business functions, coordinating with diverse stakeholders, and providing hands-on support during major events.

If you are organised, proactive, adaptable, and enjoy a dynamic role combining executive support, business operations, and event coordination, we encourage you to apply!