Executive Assistant & Global HQ Operations Lead

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, 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.