Office Manager & Executive Assistant

About POSSE

POSSE creates refined womenswear inspired by confidence, craftsmanship and a clean, modern aesthetic. The brand designs elevated, feminine and easy-to-wear pieces for women who dress for themselves and value understated strength in their style.

Role summary

An organised and dependable Office Manager & Executive Assistant is needed for a fixed-term parental leave cover through April 2027 at the Sydney head office on the Northern Beaches. This position combines office operations with confidential executive support, making it a key part of the business’s day-to-day rhythm.

In the office management side of the role, you will look after the workplace environment, operational systems, supplies, events and internal support processes, while also helping to reinforce the company culture. On the executive support side, you will provide discreet, high-level assistance to the Founder, including diary coordination, inbox handling, travel planning and personal and professional administration.

The ideal person is calm, highly organised, dependable and comfortable working in a fast-paced setting where priorities can shift quickly.

Office management responsibilities

• Help nurture a positive, collaborative and welcoming workplace culture.
• Oversee day-to-day office procedures and make sure they are consistently followed.
• Track office inventory and restock supplies as needed.
• Plan meetings and events, including schedules, catering and venue arrangements.
• Provide support for people and culture processes.
• Act as a liaison between staff, leadership and outside vendors.
• Manage facilities needs and coordinate maintenance, repairs or improvements.
• Refine systems and workflows to improve efficiency and organisation.
• Administer internal platforms so teams can work effectively.
• Provide troubleshooting and support across core business systems, including Indigo8 (i8), WMS, DHL, Starshipit, Asana, Shopify and related tools.
• Support the Customer Service team with operational and administrative tasks when needed.
• Coordinate sample pop-ups, pre-warehouse sales and warehouse sale events.
• Assist with partnership engagement and management when required.

Executive assistant responsibilities

• Deliver confidential, high-level administrative support to the Founder.
• Manage calendars, appointments and meeting schedules.
• Handle inbox organisation, message triage and correspondence.
• Arrange company-wide and external domestic and international travel, including flights, accommodation, transfers and travel documents.
• Assist with personal travel, appointments and other administrative needs.
• Coordinate personal tasks and projects as requested.
• Support daily prioritisation so deadlines and commitments stay on track.

What the role calls for

• Previous experience in office administration, office coordination and/or executive or personal assistant support, ideally supporting a founder or senior leader in fashion, retail or another creative environment.
• The ability to manage sensitive and personal information with strong judgement and complete discretion.
• Excellent organisation skills and strong attention to detail, with confidence handling multiple priorities at once.
• Clear written and spoken communication skills and the ability to work well with internal teams, vendors and external contacts.
• Solid administrative capability across scheduling, document handling, data entry and team support.
• Comfort using common office tools such as email, calendars, spreadsheets and shared drives, plus the ability to learn new systems quickly; experience with Indigo8, Shopify, Asana, WMS, DHL or Starshipit would be beneficial.
• Practical familiarity with office equipment such as printers, scanners and phone systems, along with basic troubleshooting ability.
• A polite, professional and solution-oriented style when dealing with visitors, partners and colleagues.
• Experience managing vendors, supplies and office events while maintaining a safe and orderly workspace.
• A self-directed, resourceful approach and the confidence to work independently while respecting inclusive and considerate workplace practices.
• Strong professionalism, reliability and accountability.

Additional information

This is a fixed-term parental leave cover role lasting until April 2027. The position is based onsite at POSSE’s Sydney head office on the Northern Beaches.