XTN-B7F5475 | SENIOR EXECUTIVE OPERATIONS COORDINATOR

The Ms Frankie Group is seeking an experienced Senior Executive Assistant with strong business operations and project coordination capability to support its founders across a portfolio of hospitality, lifestyle and emerging wellness businesses in Melbourne, Australia.

This is not a traditional diary-management or task-taking EA role.

We are looking for an experienced implementer: someone who can listen to a discussion, understand the intended outcome, establish the actions required, allocate owners and deadlines, and follow everything through to completion.

Our founders are fast-moving, entrepreneurial and highly involved in the businesses. They bring vision, creativity, commercial judgement, leadership and high standards. The successful candidate will complement them by bringing structure, planning, documentation, consistency and dependable follow-through. 

You will become the central operational link between the founders, internal team members and external advisers—ensuring that decisions become action and that important commitments do not remain in someones inbox or memory.

•  Health Insurance/HMO 
•  Enjoy unlimited MadMax Coffee
•  Diverse learning & growth opportunities
•  Accessible Cloud HR platform (Sprout)
•  Above standard leaves

• Maintaining one central register of priorities, projects, decisions and commitments
• across the group.
• Converting meetings, emails, calls and voice notes into clear actions, owners and deadlines.
• Following up internal team members, suppliers, advisers and external stakeholders.
• Preparing weekly founder agendas, progress reports and outstanding action summaries.
• Identifying overdue, blocked or conflicting priorities before they become urgent.
• Tracking projects from initial idea through to completion.
• Coordinating calendars, meetings, appointments and important deadlines.
• Preparing meeting agendas, briefing notes, minutes and action lists.• Drafting professional emails, internal communications, procedures and business documents.
• Building and maintaining standard operating procedures, templates and organised records.
• Coordinating administrative elements of employee onboarding, offboarding and documentation.
• Obtaining information and quotes from suppliers and tracking responses.
• Supporting business-development, event and project follow-up.
• Conducting research and presenting concise, decision-ready findings.
• Maintaining confidentiality across sensitive legal, financial, commercial and HR matters.
• Learning and supporting the effective use of the groups systems, including HubSpot, Deputy, SevenRooms, Lightspeed and other project-management and reporting platforms.
• Providing administrative and implementation support for new business concepts and special projects.

You are highly organised, practical and dependable. You gain satisfaction from creating order, closing loops and seeing work completed properly. 

You are calm around strong personalities and comfortable supporting founders who think quickly, communicate directly and hold high standards.

You can respectfully manage upward. If four new priorities are introduced, you are confident enough to ask which existing priorities should move.

• Naturally creates lists, trackers, timelines and systems.
• Thinks in terms of priorities, sequence, owners and deadlines.
• Anticipates what may be required next.
• Enjoys completing the final 10% of a project.
• Follows up persistently and professionally.
• Communicates early when a deadline or outcome is at risk.
• Can distinguish between urgent, important and distracting.
• Writes clearly and concisely in excellent English.
• Uses sound judgement with sensitive information.
• Is comfortable working independently while remaining highly accountable.
• Can work across several businesses without losing sight of detail.
• Brings solutions, not only problems.
• Is adaptable without becoming disorganised.
• Values accuracy, consistency and completion over unnecessary complexity.
• Can introduce structure without becoming rigid or bureaucratic.

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