Executive Assistant & Business Operations Coordinator

Brisbane | Full-Time | $80,000–$85,000 + Super | Flexible Working Arrangements

About Us

We're a growing Brisbane-based bakery and hospitality group operating eight retail outlets, wholesale production and distribution, and multiple farmers market locations.

Our businesses include established bakery and café brands, with further expansion planned.

We're looking for an experienced, highly organised and commercially minded Executive Assistant & Business Operations Coordinator to work directly with the owners and help improve how our businesses operate.

This is not a traditional Executive Assistant role focused on diary management. We need someone who can take ownership of administration, improve systems, monitor business performance and ensure tasks are followed through to completion.

The right person will help us reduce our involvement in routine administrative and operational matters by introducing structure, accountability and more efficient processes.

The Role

Working directly with the owners, you'll coordinate administration, financial reporting and operational follow-ups across multiple businesses and locations.

You'll work closely with store managers, accountants, bookkeepers, suppliers and external advisers to ensure information is accurate, deadlines are met and agreed responsibilities are completed.

You'll have significant autonomy to identify inefficiencies, recommend improvements and implement practical solutions.

Key Responsibilities

Executive & Business Administration

- Provide high-level administrative and executive support directly to the owners.

- Manage correspondence, documentation, priorities, schedules and business-related follow-ups.

- Coordinate administration across multiple businesses and locations.

- Liaise with accountants, bookkeepers, suppliers, landlords and external advisers.

- Coordinate employee onboarding, recruitment documentation, staff records and general HR administration.

- Maintain a central register of leases, contracts, licences, insurance policies and renewal dates.

- Track outstanding tasks, deadlines and commitments to ensure matters are completed.

Financial Administration & Reporting

- Assist with invoices, supplier accounts, payment coordination and financial documentation.

- Maintain and update weekly cash flow forecasts and monitor upcoming financial commitments.

- Coordinate supplier payments, rent and recurring expenses for owner approval.

- Review invoices, identify discrepancies and follow up outstanding accounts.

- Assist with bookkeeping, reconciliations and financial reporting where required.

- Work with accountants and bookkeepers to ensure financial information is accurate and up to date.

- Consolidate sales, labour and other business performance reports.

- Identify unusual expenses, discrepancies and concerning financial trends.

Store Performance & Operational Accountability

- Work directly with store managers to ensure reporting and operational requirements are met.

- Review daily and weekly sales,



labour and operational reports for accuracy and completeness.

- Monitor wage percentages against established targets and investigate discrepancies.

- Review rosters, timesheets and payroll information to identify unusual labour costs or staffing inefficiencies.

- Ensure managers complete required venue inspections, cleaning checklists and operational tasks.

- Review photographic evidence submitted by managers to verify cleanliness and completion of assigned tasks.

- Follow up outstanding instructions and ensure corrective actions are completed.

- Monitor compliance with company procedures and established operational standards.

- Escalate recurring performance or operational concerns to the owners.

Systems, Technology & Process Improvement

- Review existing administrative systems and identify inefficiencies.

- Develop and implement practical procedures, checklists and reporting processes.

- Standardise administration and reporting across multiple locations.

- Introduce systems for tracking responsibilities, deadlines and accountability.

- Improve communication between managers, administration and owners.

- Identify opportunities to automate repetitive administrative tasks.

- Use modern digital tools and AI to improve efficiency, reporting and business processes.

- Assist with implementing and integrating business software and reporting systems.

Business Coordination & Projects

- Coordinate projects, new initiatives and operational improvements.

- Follow up suppliers, contractors and external service providers.

- Assist with reviewing recurring expenses and supplier agreements.

- Support new store openings, business expansion and administrative transitions.

- Provide practical business support wherever required.

About You

We're looking for someone who brings experience, initiative and a proven ability to organise a growing business.

Ideally, you'll have:

- At least five years' experience as an Executive Assistant, Senior Administrator, Office Manager, Business Support Coordinator or in a similar role.

- Experience supporting business owners, directors or senior executives.

- Strong organisational skills and exceptional attention to detail.

- Experience coordinating administration across multiple locations or businesses.

- Confidence working directly with managers and following up on outstanding responsibilities.

- Strong numerical skills and the ability to interpret sales, labour and financial reports.

- Experience introducing administrative systems and improving business processes.

- Excellent written and verbal communication skills.

- The ability to work independently, prioritise competing demands and take initiative.





- Strong skills in Microsoft Office, Excel, spreadsheets and cloud-based business systems.

- Confidence learning and implementing new software and technology.

Highly Regarded

- Bookkeeping, accounting or financial administration experience.

- Experience with Xero, accounts payable, reconciliations and cash flow reporting.

- Experience with Square, Deputy or similar POS and workforce management systems.

- Experience using AI, automation or digital tools to improve business efficiency.

- Experience in hospitality, retail, food manufacturing or another multi-site business.

What We're Looking For

We don't need someone who simply waits for instructions.

We're looking for an experienced professional who can identify what needs to be done, take ownership and follow matters through to completion.

You'll be comfortable challenging inefficient processes, introducing better systems and ensuring managers are accountable for agreed responsibilities.

You should be confident working with financial information, coordinating people and managing multiple priorities without constant supervision.

Most importantly, you'll have the experience and initiative to help us improve how our businesses are organised and managed.

Success in this role means the owners spend significantly less time managing routine administration, chasing outstanding tasks and checking operational reports because reliable systems and accountability processes are in place.

Working Arrangements

This is a full-time, Brisbane-based position with adaptable working arrangements.

As we don't operate from a traditional head office, the role will involve a combination of:

- Working from our bakery and café locations.

- Using shared office/workspace facilities in South Brisbane.

- Working remotely from home where appropriate.

You'll need to be comfortable travelling between locations and working closely with the owners and store managers.

What We Offer

- $80,000–$85,000 plus superannuation, depending on experience.

- Flexible working arrangements.

- Direct involvement with the owners of a growing hospitality group.

- Significant autonomy and responsibility.

- The opportunity to introduce systems and shape how the business operates.

- A varied position with exposure to multiple businesses.

- Ongoing professional development and growth opportunities.

How to Apply

Please submit your resume and a short cover letter outlining your relevant experience.

We'd particularly like to hear about:

1. A business or administrative system you've personally introduced or improved.

2. Your experience supporting business owners or senior executives.

3. Your experience with bookkeeping, financial administration or management reporting.

4. How you've helped improve accountability, efficiency or operational processes within a business.

We're looking for someone who can make a genuine difference to how our businesses operate and would love to hear from candidates with the experience and initiative to take on this challenge.

📌 Executive Assistant & Business Operations Coordinator (South Brisbane)
🏢 Leading
📍 South Brisbane