Personal / Executive Assistant

Penrith Personnel; Sydney; Hybrid; AUD 85,000 - 110,000; Full time

Benefits offered by this job

WFH one day per week after probation

Beautiful Marrickville office

Job summary

Rarekind is seeking an experienced executive assistant/PA to support a busy business owner in Newcastle. You will own calendar management, coordinate travel and events, and keep projects moving with proactive planning and communication.

You will thrive on organising priorities, communicating clearly with colleagues and external partners, and bringing order to a fast-paced environment. This role offers variety, autonomy, and a chance to shape the role over time.

Qualifications

• Calendar management is essential: manage a busy schedule and ensure everyone is where they need to be.
• Proactive problem solving: anticipate clashes and resolve issues before they arise.
• Coordinating meetings, agendas, timelines and follow-ups to keep projects moving.
• Organising travel, events and occasional photoshoots to support business needs.

Responsibilities

• Managing a busy, ever-changing schedule and ensuring all commitments are met.
• Anticipating conflicts and solving problems before they occur.
• Coordinating meetings, agendas, timelines and follow-ups.
• Organising travel, events and celebrations as needed.
• Coordinating with colleagues, suppliers and key contacts to bring order to moving parts.

Skills

Calendar management

Problem solving

Event coordination

Travel planning

Stakeholder coordination

Tech-savvy

Communication skills

Ownership mindset

Job description

Marrickville, New South Wales, Australia

• Gorgeous Marrickville office, lovely team and a genuinely great culture.
• No after-hours expectations. One WFH day per week after probation.

• Easy walk from Sydenham Station.
• Gorgeous Marrickville office, lovely team and a genuinely great culture.
• No after-hours expectations. One WFH day per week after probation.

Are you the person who thinks three steps ahead while everyone else is still figuring out step one?

You’re the one who remembers everything. Organises everyone. And you somehow make even the busiest days run smoothly.

You’ve got initiative. You’re intuitive. You’re confident. You live for accountability. And you genuine love making other people's lives easier.

You'll be the right hand to a busy, driven business owner, keeping her professional and personal worlds organised, on track and running like clockwork.

It's roughly 50% EA and 50% PA, with plenty of variety and the opportunity to really make the role your own.

And just a heads up – the office is BEAUTIFUL. Seriously. It's the kind of workspace you'll actually look forward to walking into.

Plus, it’s super accessible via public transport!

Then there's the team. Around 40 people in Marrickville, a stable and supportive culture, and a successful business that runs like a well‑oiled machine.

You're working directly with a caring, energetic business owner who values honesty, initiative and people who take ownership.

It's busy, absolutely. But there's no expectation that you'll be answering emails at night or working weekends.

And with some exciting plans on the horizon, it's a great time to join.

THE BUSINESS

We're partnering with Total Image Group, a successful, family‑owned business creating custom‑designed uniforms, merchandise and branded products for businesses across Australia.

They're polished, creative and incredibly well established. But behind the beautiful branding and seriously stunning Marrickville office is a down‑to‑earth team of genuinely lovely people who work hard, have fun and look after each other.

And they're looking for someone pretty special.

THE ROLE

• Calendar wizardry. Managing a busy, ever‑changing schedule and making sure everything (and everyone!) is where they need to be.
• Thinking ahead. Spotting potential clashes, anticipating what's coming and solving problems before they become problems.
• Keeping projects moving. Coordinating meetings, agendas, timelines and follow‑ups so nothing falls through the cracks.
• Making things happen. Organising travel, events, celebrations and the occasional photoshoot.
• Being the go‑to person. Coordinating with colleagues, suppliers and key contacts, and bringing order to a million moving parts.

Now, about you...

You’re the ultimate organiser. The trusted sounding board. Proactive problem solver.

You're warm, confident, and switched on.

You're not someone who waits to be told what to do. You ask questions, make decisions, take ownership and aren't afraid to respectfully keep your boss in line!

You'll need to be an absolute gun at calendar management. That's the big one.

Beyond that, we're open-minded about your background.

You might be an experienced EA or PA, or perhaps you've worked in a fast‑paced coordination role where juggling competing priorities, managing people and thinking on your feet was all in a day's work.

You'll be super comfortable with tech. Curious about using technology and AI to work smarter, and confident communicating with all sorts of people.

And you'll need a sense of humour. There's plenty happening here!

Reference Number

BH-62328

Location

Newcastle, New South Wales, Australia

Contact

Natalie Gleeson, [e-mail]

Coordinator - Corporate Recruitment