Overview
Office Manager & Executive Assistant Jobs in Sydney, New South Wales, Australia at POSSE
Title: Office Manager & Executive Assistant
Company: POSSE
Location: Sydney, New South Wales, Australia
POSITION OVERVIEW
POSSE is a celebration of womanhood. Confident in simplicity, craftsmanship and classic modernity, we design for women from all walks of life, who dress for themselves. With a focus on elevated, feminine and wearable pieces, POSSE allows women to express themselves with a quiet yet powerful confidence.
We are looking for an exceptionally organised Office Manager & Executive Assistant to join us on a fixed term parental leave cover until April 2027, based at our Sydney Head Office on the Northern Beaches.
This is a dual role at the centre of how POSSE runs day to day. One half is office management – owning our office environment, systems, events, supplies and operational platforms, and championing the POSSE culture. The other half is high-level, highly confidential support to our Founder, spanning calendar and inbox management, domestic and international travel, and a range of personal and professional projects.
We're looking for someone proactive, calm under pressure and genuinely reliable, who takes pride in keeping a fast-moving business running smoothly.
KEY RESPONSIBILITIES — OFFICE MANAGER
- Champion the POSSE culture, fostering a positive, collaborative and welcoming office environment
- Coordinate office procedures and ensure they are followed consistently
- Maintain office supplies, keeping inventory and ordering materials as needed
- Organise meetings and events including scheduling, catering and venue logistics
- Support P+C processes
- Act as a point of contact between staff, upper management and external vendors
- Oversee facility maintenance and coordinate repairs or upgrades
- Implement and improve systems for efficiency and organisation
- Manage internal systems and platforms to ensure teams are supported and operating effectively
- Serve as the go-to person for system support and troubleshooting across business-critical platforms, including Indigo8 (i8), WMS, DHL, Starshipit, Asana, Shopify and other operational systems
- Assist the Customer Service team with operational and administrative support when required
- Organise sample pop-ups, pre-warehouse and warehouse sale events
- Support the engagement and management of partnerships when required
KEY RESPONSIBILITIES — EXECUTIVE ASSISTANT
- Provide high-level, confidential administrative support to the Founder
- Manage calendars, scheduling and meeting coordination
- Support inbox management, prioritisation and correspondence
- Coordinate all domestic and international travel company-wide and externally, including flights, accommodation, transfers and travel documentation
- Assist with personal travel arrangements, appointments and administrative requests
- Manage and coordinate personal tasks and projects as required
- Support day-to-day prioritisation, ensuring key deadlines and commitments are effectively managed
WHAT WE'RE LOOKING FOR
- Proven experience in office management, office coordination and/or executive/personal assistant support — ideally to a founder or senior leader, and within a fashion, retail or creative environment
- Exceptional discretion and the ability to handle confidential and personal matters with judgement and care
- Outstanding organisation and attention to detail, with the ability to prioritise and manage many moving parts at once
- Excellent written and verbal communication, with the ability to liaise effectively with internal and external stakeholders
- Strong administrative skills across scheduling, document management, data entry and supporting team workflows
- Confidence with standard office software (email, calendars, spreadsheets, shared drives) and strong technical aptitude to pick up new systems quickly — experience with any of Indigo8, Shopify, Asana, WMS, DHL or Starshipit is an advantage
- Hands-on familiarity with office equipment (printers, scanners, phone systems) and basic troubleshooting
- A professional, courteous and solutions-focused approach with visitors, partners and team members
- Experience coordinating vendors, managing supplies and organising office events, while maintaining a safe and orderly workspace
- A proactive, resourceful and independent worker who exercises sound judgement and upholds inclusive, respectful workplace practices
- A high level of professionalism, reliability and accountability
