Executive Assistant & Business Operations Coordinator

Executive Assistant & Business Operations Coordinator

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 productive 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.

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.&

📌 Executive Assistant (Brisbane)
🏢 Recognized
📍 Brisbane