EA to Founder and CEO and Office Manager

KIVARI; Sydney; On-site; AUD 120,000 - 160,000; Full time

Benefits offered by this job

Competitive salary and benefits

Generous clothing allowance

Rosebery office location

Brand sustainability focus

Career development opportunities

Job summary

KIVARI, a Sydney-based fashion brand, is seeking an Executive Assistant & Office Manager to support the Founder & CEO. You will manage diaries, travel, board meeting prep, events and day-to-day HQ operations in our Rosebery office.

This role demands discretion, superb organization, and the ability to navigate a founder-led environment while coordinating store openings, budget tracking, IT assets, and ensuring a smooth, well-run headquarters as KIVARI scales globally.

Qualifications

• Proven experience supporting senior executives in a dynamic, fast-paced environment.
• Strong diary, email and international travel management experience.
• Experience in office or facilities management, including vendor coordination.
• Experience supporting more than one senior executive simultaneously.
• Exposure to expense, invoice and budget processes.
• Excellent organisation, multitasking and problem-solving skills.
• A calm, grounded presence under pressure; resilient and adaptable.
• Clear and effective communicator with exceptional interpersonal skills.
• High integrity, discretion and emotional intelligence.
• Proficient with Microsoft 365, and comfortable learning new systems quickly.
• Current First Aid and CPR certification, or willingness to obtain.

Responsibilities

• Own and proactively manage the business diaries of the Founder and CEO, including scheduling, conflict resolution and focus time.
• Manage all business travel - flights, accommodation, transfers and detailed itineraries – for the Founder, CEO and wider team.
• Prepare meeting agendas, briefing notes, presentations and follow-up actions, filtering priorities so our leaders can focus on what matters most.
• Support new store openings, retail activations and brand events with administration, travel and on-the-day logistics.
• Own day-to-day HQ office and facilities management, including supplies, vendor relationships, reception and building maintenance.
• Own the delivery of internal company events and culture moments - from monthly business updates to celebrations and the end-of-year function.
• Coordinate onboarding and offboarding set-up, ensuring new starters have everything ready on day one.
• Own the executive and board meeting cadence, taking accurate minutes and tracking actions through to close-out.
• Manage credit card reconciliations, expenses and office budget tracking, coordinating with Finance.
• Act as the first point of contact for IT support, owning the hardware and equipment asset register.

Skills

Executive support

Diary management

Email management

International travel

Office management

Vendor coordination

Budget tracking

IT liaison

MS 365

First Aid

Tools

Microsoft 365

Job description

KIVARI is a Sydney-based fashion brand founded in 2014, known for the ultimate trifecta of style, strength and confidence. All of our products are designed by our talented team in Australia, crafted with sustainability in mind and materials sourced from across the world. Our timeless designs are inspired by a passion for travel and a deep connection to the ocean.

For us, community comes first, we are committed to quality always and fostering a warm environment where creativity thrives and we provide the opportunity for you to evolve with us as our brand grows across the globe.

ABOUT YOU

You are a highly organised, discreet and resourceful Executive Assistant & Office Manager who thrives in a fast-moving, founder-led environment where no two days look the same. You have proven experience supporting senior executives across diary, inbox and international travel management, and you bring the same precision and care to running an efficient, well-oiled HQ office.

You bring a calm, grounded presence under pressure, absolute discretion, and a genuine love of keeping people, projects and spaces organised - equally comfortable pulling together a board meeting pack as you are coordinating an office move, a team celebration or a company event. A trusted partner and natural connector, you’ll be the “heartbeat” for our HQ team as KIVARI continues to grow rapidly across the globe.

WHAT YOU’LL OWN

• Own and proactively manage the business diaries of both the Founder and CEO, including scheduling, conflict resolution and protecting their focus time.
• Manage all business travel - flights, accommodation, transfers and detailed itineraries – for the Founder, CEO and wider team.
• Prepare meeting agendas, briefing notes, presentations and follow-up actions, filtering priorities so our leaders can focus on what matters most.
• Support new store openings,retail activations and brand events with administration, travel and on-the-day logistics.
• Own day-to-day HQ office and facilities management, including supplies, vendor relationships, reception and building maintenance.
• Own the delivery of internal company events and culture moments - from monthly business updates to celebrations and the end-of-year function.
• Coordinate onboarding and offboarding set-up, ensuring new starters have everything ready on day one.
• Own the executive and board meeting cadence, taking accurate minutes and tracking actions through to close-out.
• Manage credit card reconciliations, expenses and office budget tracking, coordinating with Finance.
• Act as the first point of contact for IT support, owning the hardware and equipment asset register.

WHAT YOU’LL BRING

• Proven experience supporting senior executives in a dynamic, fast-paced environment.
• Strong diary, email and international travel management experience.
• Experience in office or facilities management, including vendor, contractor and supplier coordination.
• Experience supporting more than one senior executive simultaneously (desirable).
• Exposure to expense, invoice and budget processes.
• Excellent organisation, multitasking and problem-solving skills.
• A calm, grounded presence under pressure; resilient and adaptable.
• Clear and effective communicator with exceptional interpersonal skills.
• High integrity, discretion and emotional intelligence.
• Confident with Microsoft 365, and comfortable learning new systems quickly.
• Current First Aid and CPR certification, or willingness to obtain.

WHAT WE OFFER

• A dynamic, fast-paced environment: work at the heart of KIVARI, directly supporting our Founder & CEO as the brand continues to scale globally.
• Opportunities: as KIVARI continues to expand across the globe, we’re committed to helping you develop your skills and grow your career.
• Work-life balance: working from our brand new Rosebery office.
• Sustainability commitment: play a role in a business that reflects our commitment to sustainability, creating a positive impact on our community and the environment.
• Competitive salary and benefits package including a generous clothing allowance.

OUR VALUES

Community First Quality Always Dynamic Optimism Always Evolving

We will not be engaging with recruitment agencies for this role, and we will only be considering direct applicants. While we strive to respond to all applicants, due to the high volume of applications, only shortlisted candidates will be contacted.

KIVARI is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All applications will be treated with the strictest confidence.