Executive Coordinator/ Assistant
Sydney | Full-time | Hybrid
We're looking for a highly organised Executive Coordinator/Assistant to support the COO office and senior leadership team, ensuring seamless day-to-day operations and enabling focus on strategic priorities.
We're looking for someone who can operate at pace, execute without hand-holding.
You're organised, proactive, and not afraid to follow things through to completion. You bring structure, stay across the detail, and keep things moving.
What you'll do
- Provide high-level administrative and operational support to the COO and Executive Manager
- Manage complex calendars, travel arrangements, meetings, and logistics
- Prepare briefings, presentations, reports, and executive communications
- Act as a key coordination point across the Senior Leadership Team and head office functions
- Capture meeting outcomes, track actions, and ensure clear follow-through
- Compile and maintain data, dashboards, and reports to support decision-making
- Maintain organised documentation, trackers, and filing systems
- Coordinate cross-functional projects, tracking progress and chasing updates
- Liaise with internal stakeholders and external partners to ensure timelines and deliverables are met
What you bring
- 2+ years' experience as an Executive Coordinator/Assistant in a fast-paced environment (retail highly regarded)
- Strong understanding of retail operations and business dynamics
- Exceptional organisational skills with the ability to manage competing priorities
- High attention to detail and a proactive, solutions-focused mindset
- Strong communication and stakeholder management skills across all levels
- Advanced capability in Microsoft Office (Excel, PowerPoint, Outlook, Word)
- Experience with reporting, data analysis, and tracking tools (e.g. Excel, Power BI)
- High level of professionalism, discretion, and confidentiality
- Fluency in Chinese highly desirable
What's on offer
- Work closely with senior leadership and gain exposure to strategic decision-making
- Play a critical role in enabling business performance and operational excellence
- Be part of a fast-growing, high-energy retail organisation
- Opportunity for growth and development within the business
- Collaborative and supportive head office environment
What you bring
- Experience in retail operations, ideally with time spent in-store environments
- Strong organisational and prioritisation skills in fast-paced settings
- Proven ability to manage multiple projects and stakeholders simultaneously
- High attention to detail with a process improvement mindset
- Confident communicator with strong stakeholder engagement skills
- Intermediate to advanced Excel and data analysis capability
What's on offer
- Join a fast-growing beauty brand shaping the Australian retail landscape
- High-impact role in fast-growing retail business
- Own structure, priorities, and execution at pace
Executive Coordinator/ Assistant employer: W Cosmetics
At W cosmetics, we pride ourselves on being more than just a beauty retailer; we are a vibrant destination for beauty enthusiasts. As a Store Manager in NSW, you will enjoy generous staff discounts, performance-based bonuses, and a supportive culture that champions growth and authenticity. With exciting opportunities for career advancement and ongoing training in the latest beauty trends, W cosmetics is the perfect place to make your mark in a dynamic and fast-growing environment.
