Executive Assistant / Administrator

The Hour Glass; Sydney; On-site; AUD 70,000 - 90,000; Full time

Job summary

The Hour Glass in Sydney CBD is seeking an experienced Executive Assistant / Administrator to provide high-level support to the General Manager and corporate team. The role requires proactive planning, discretion and the ability to manage competing priorities to ensure smooth daily operations in a fast-paced retail environment.

You will coordinate calendars, meetings and travel, prepare reports and documents, maintain confidential files, and liaise with internal teams, clients and suppliers.

Qualifications

• Experience supporting senior executives or a General Manager.
• Demonstrated discretion and confidentiality in handling sensitive information.
• Strong written and verbal communication skills.
• Ability to manage competing priorities in a fast-paced environment.
• Professionalism and proactive problem-solving approach.

Responsibilities

• Manage the General Manager's calendar, meetings and priorities.
• Coordinate meetings, prepare agendas, record minutes and follow up on actions.
• Handle correspondence and incoming requests with timely responses.
• Coordinate domestic and international travel arrangements and itineraries.
• Prepare reports and professional documents, maintain records and filing.
• Liaise with internal teams, clients, suppliers and external stakeholders.
• Monitor deadlines and proactively follow up on key tasks.
• Provide general admin support and assist business operations as needed.

Skills

Executive support

Organization

Travel coordination

Communication

Multitasking

Discretion

MS Office

Tools

Outlook

Excel

PowerPoint

Word

Job description

Executive Assistant / Administrator

We are seeking an experienced and highly organised Executive Assistant / Administrator to provide high-level administrative and organisational support to our General Manager and the broader corporate team, based in Sydney CBD. This role is suited to a proactive and detail-oriented individual who can anticipate business needs, manage competing priorities and ensure the smooth day-to-day running of executive activities and business operations.
The successful candidate will play an important role in supporting the General Manager and wider business, demonstrating professionalism, discretion and a solutions-focused approach in a fast-paced retail environment.

About The Hour Glass

At The Hour Glass, we are proud to represent some of the world's most renowned watch brands, including Rolex, Patek Philippe, Cartier, Bulgari, Hublot and Tudor.
With a global presence spanning over 70 boutiques across 15 key cities, and a rapidly growing footprint across Australia and New Zealand, we continue to be recognised as one of the leading specialist watch retailers globally.

Key Responsibilities

• Manage the General Manager's calendar, appointments and meeting schedules.
• Coordinate meetings, prepare agendas, record minutes and follow up on action items.
• Manage correspondence, emails and incoming requests, ensuring timely responses and follow-up.
• Coordinate domestic and international travel arrangements, including flights, accommodation, transfers and detailed itineraries.
• Manage travel changes, cancellations and bookings as required.
• Prepare and format reports, presentations and professional business documents.
• Maintain accurate records, filing systems and confidential documentation.
• Liaise with internal teams, boutique staff, clients, suppliers and external stakeholders.
• Monitor deadlines, track outstanding tasks and proactively follow up on key priorities.
• Provide general administrative support and assist with business operations, project coordination and ad hoc tasks as required.

About You

• Previous experience in an Executive Assistant, Personal Assistant, Administration or similar support role.
• Exceptional organisational skills and attention to detail.
• Experience coordinating travel arrangements and managing complex itineraries.
• Strong written and verbal communication skills.
• Ability to manage competing priorities and work effectively in a fast-paced environment.
• Excellent time management, problem-solving and multitasking abilities.
• A high level of professionalism, discretion and confidentiality.
• Strong Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• A proactive, adaptable and solutions-focused approach.
• Ability to work autonomously while building strong relationships across all levels of the business.