Executive Operations & Client Experience Coordinator

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: TYPE OF WORK

Part Time

: SALARY

8-14AUD PER HOUR DEPENDING ON EXPERIENCE

: HOURS PER WEEK

10

: DATE UPDATED

Sep 15, 2026

JOB OVERVIEW

Ordinary isn't in our vocabulary.

We are a Perth-based worldwide luxury wedding and event planning studio. We're looking for an experienced Executive Assistant and Event Manager to run the daily operations of the business, so nothing falls through the cracks and nothing waits for someone to ask twice.

This is a fast-paced role. Things change quickly, priorities can shift the same day, and you'll need to move with them rather than needing time to adjust. This is not an entry-level VA role. We need someone who has already run operations or executive support for a business, who can walk into inbox chaos, a messy Trello board, or a half-finished client file and just take ownership of it, at speed.

What you'll actually be doing:
Monitoring and actioning the business inbox in real time, keeping our Trello boards and client pipeline up to date daily, managing client files and our event timeline system (TTO), preparing run sheets and event timelines often on tight turnarounds, following up with suppliers on quotes and deadlines, tracking invoices and payment schedules (no banking access), preparing and running the weekly ops meeting, managing and writing SOPs, and sending a concise weekly report covering what's done, what's overdue, and what needs a decision from Vicky.

You must have:
Fluent, confident English, spoken and written, as this role is client-facing and will involve calls with vendors and clients.
At least 3 years of experience as an Executive Assistant or Operations Manager, ideally both.
Direct experience in weddings or events. This is non-negotiable. We need someone who already understands how event timelines, vendors, and client expectations work under pressure.
Needs to be a person who take initiative and proactive.
Must have proven Trello & Google Workspace Experience.
Existing experience with Gmail, Studio Ninja, TTO, Calendly, Xero, MailerLite, Shopify, and Clockify are all teachable if you don't know them yet. Training will be provided on TTO and Studio Ninja.

Hours and structure:
Starting at 8-10 hours a week between 9-5pm Perth time which is the same as PH time for a 3 month probation, with room to grow toward 20 plus hours as you take on more. Availability every weekday is required, with reliable overlap during Perth business hours.

To apply:
Include the phrase "Ordinary isn't in our vocabulary" somewhere in your application. Applications without it will not be considered.

Answer these directly:

1. Describe a specific event, deadline, or client detail you personally caught or fixed before it became a problem. Be concrete, not general.
2. Which of these have you used: Trello, Studio Ninja, TTO, Calendly, Xero, MailerLite, Shopify, Clockify?
3. Are you open to your hours growing over time?
4. Tell me about your experience in the Event & Wedding Industry?

Attach or link your resume/CV, and include a short video or voice introduction (max 1 minute) so we can hear your spoken English.

Shortlisted candidates will be asked to complete a short paid practical task before any offer is made.

SKILL REQUIREMENT

Events Management Office and Administration Executive Assistance

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Executive Operations & Client Experience Coordinator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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