Executive Assistant & Office Operations

Executive Assistant & Office Operations ManagerSupporting: Shaun Piggott, CEO Location: Revesby, NSW | Hours: 9am–5pm, with WFH flexibility once you’re settledSalary: $100,000 – $120,000 + Super
About The RoleAs the Executive Assistant and Office Operations Manager to our CEO, you’ll own the operating system that helps him lead three growing businesses well. Managing his calendar, inbox, travel and the judgement calls that come with protecting his time are all part of the key focus: making sure the right things get his attention at the right moment. You’ll also own the administrative and operational spine that runs underneath Mini Melts, Eirrin Gas & Water and Fortix X, from supplier communication through to invoicing rhythms and the recurring processes that keep three businesses talking to each other.This has real scope beyond traditional executive support. You’ll be trusted to make calls independently and spot what needs attention before being asked.
Who You’ll Be SupportingShaun is a hands-on, entrepreneurial founder who is in the office most days and building fast. This role is the central hub for administration, communication flow and operational coordination across all three businesses.
Mini Melts Australia & NZA global ice-cream brand with over $300m in revenue worldwide and a top-500 footprint in the USA. Shaun acquired the licence almost two years ago and it’s relaunching into Australia through new retail freezer formats, major distributor relationships and national retail opportunities. Primarily B2B, with a complex ordering process running through IGA and Metcash. Small team, rapid growth.Eirrin Gas & WaterA specialist commercial plumbing business, 15+ years old, with 15 field technicians and a strong reputation in medical gas, hospital services and complex commercial work. Stable and steady — it needs consistency from you more than reinvention.Fortix XLaunched in July, delivering commercial plumbing, roofing and building solutions, largely through subcontractors. Early growth phase with significant potential, and in need of proper systems, admin structure and professional office support as it scales.
What You’ll Be DoingOwn the CEO’s day-to-day operations• Run a calendar and inbox that’s constantly shifting, exercising real judgement on what needs the CEO's attention now, what can wait, and what shouldn’t land on his desk at all• Plan and run travel, logistics, supplier liaison and the practical details end to end, so all of it is taken care of in the background• Keep him organised and ahead of schedule, with the prep, context and follow-ups done before he asks for them• Represent the CEO’s voice and preferences in the small moments, from how a message gets drafted to how a scheduling conflict gets resolvedKeep three businesses running in step• Be the central admin point for Mini Melts, Eirrin and Fortix X, so information actually flows between them instead of sitting in someone’s head• Own document management, contracts and shipping paperwork (legal review sits externally), keeping records clean and findable• Handle distributor, supplier, manufacturer and subcontractor communication with the professionalism these relationships deserve• Provide system and process support for IGA and Metcash ordering, and help onboard new system integrations as they roll out• Improve scalable workflows for recurring processes — approvals, ordering rhythms, tracking mechanisms — so they don’t depend on any one person remembering• Continuously identify friction points, diagnose the root cause and redesign the process underneath, rather than patching the symptomKeep the money and the paperwork moving• Raise POs, process invoices and upload orders, with same-day invoicing for Mini Melts wherever possible• Support the Accounts Officer (two days a week across all businesses) so nothing stalls in the gaps between their days• Work confidently in Xero, or be ready to get there quickly• Coordinate across stakeholders to keep timelines, milestones and deliverables on trackSupport the wider team and its culture• Support marketing initiatives run through an external agency, making sure the brand, promotional and operations teams have what they need, when they need it• Lift the professionalism and consistency of everything that leaves the business, from documents to correspondence• Be the first point of contact for the business, and the person who makes visitors, suppliers and staff feel looked after• Handle sensitive or fast-moving matters with real discretion, given how much crossing this desk is confidential
You’re probably a match if you• Bring substantial experience partnering 1:1 with a senior leader or founder, and can point to specific examples of protecting their time and capacity at real scale• Think strategically, not just administratively. You naturally seek context, connect dots and anticipate what’s coming next• Can confidently draft communications, documents and first drafts that need minimal editing• Are emotionally intelligent, grounded and mature, and comfortable working closely with a founder who values honest, direct communication• Are the ultimate problem-solver with a “let’s get it done” mindset, rolling up your sleeves for any task, big or small, without hesitation• Build trust quickly across a wide network — leadership, field teams, distributors, subcontractors — and know when to lean on that network rather than solving everything on your own• Are genuinely comfortable holding a lot of moving pieces at once, and can prioritise under pressure without dropping the details that matter• Enjoy building systems and improving ways of working, and get satisfaction from turning ambiguity into clear, actioned outcomes• Are trustworthy with sensitive business information, always• Embrace AI to improve the quality and speed of your work, while always applying your own judgement and polish
What’s in it for you?Three businesses in three very different stages of growth, one founder who’ll back your judgement, and a role you get to build from the ground up rather than inherit. You’ll see the whole picture — finance, people, brand, distribution and customer relationships — and you’ll be close enough to the decisions to influence them.• Revesby-based office role, with Shaun onsite around five days a week• 1-2 work-from-home days per week once you’ve settled in• A supportive, friendly team across all three businesses• Real scope to grow as the businesses do
Other Stuff To KnowWe make hiring decisions based on your experience, skills and passion, as well as how you’ll enhance our team and our culture. When you apply, please tell us the pronouns you use and any reasonable adjustments you may need during the interview process.We celebrate all types of skills and backgrounds here, so even if you don’t feel like your experience quite matches everything listed above — we still want to hear from you.