EXECUTIVE ASSISTANT

About O&M

O&M is an Australian-born clean and kind haircare brand with a loyal following at home and around the world. For over 15 years O&M has pioneered clean haircare, replacing harsh chemicals with high-performing clean ingredients, and today sits in leading salons and boutique retailers across Australia, the US, Europe and beyond. It remains a founder-led business, built on creativity, craft and close relationships with the professional hair community.

Position Purpose

The Executive Assistant provides dedicated support to the Founder & CEO and the Managing Director. The role manages their diaries, communications, meetings and travel, and works closely with the wider team to keep agreed priorities moving. The role is central to how the executive office runs. It ensures both leaders are well prepared for every meeting, that decisions and actions are captured and followed through, and that their time is directed to the work that matters most to the business. The position suits an experienced and highly organised Executive Assistant who anticipates needs, communicates with care and handles confidential matters with complete discretion. It offers close involvement in the leadership of a growing global brand.

Key Responsibilities

• Manage both diaries end to end, including scheduling, rescheduling, conflicts and confirmations
• Protect agreed focus time, including the Founder & CEO's product and creative time, and manage requests for their time accordingly
• Prepare a weekly look ahead for each, covering key meetings, preparation required, travel and deadlines
• Schedule across Australian, US and European time zones
• Maintain a forward calendar of key dates for the year, including board and investor meetings, leadership sessions, launches, trade shows, education and events
• Manage both inboxes daily, prioritising what requires their attention and responding to routine matters directly
• Draft correspondence and follow ups in their voice for review, and send on their behalf where agreed
• Act as first point of contact for internal and external requests for their time
• Prepare briefing notes and background information ahead of key meetings and calls
• Assist in drafting internal communications and team updates from the Founder & CEO and Managing Director
• Schedule and coordinate leadership meetings, one to ones, board and investor meetings and external meetings
• Prepare and circulate agendas and papers in advance, and arrange rooms, venues, catering and video conferencing
• Plan and book domestic and international travel, including flights, accommodation, transfers, visas and insurance
• Prepare detailed itineraries covering meeting schedules, contacts and logistics, and manage changes as plans evolve
• Coordinate attendance at salon visits, education events, trade shows and brand activations with Marketing & Education
• Ensure travel is booked in line with company policy and budget
• Act as the key point of connection between the Founder & CEO, the Managing Director and the wider team
• Record decisions and actions from key meetings, distribute them within 24 hours and track progress through to completion
• Follow up with team members on agreed actions and deliverables, raising any delays early
• Log and track executive actions in CØR.Intellect so ownership and status are clear
• Coordinate leadership team inputs for weekly, monthly and board reporting
• Support the planning of leadership sessions, team days and company events
• Reconcile corporate card expenses and submit them on time each month
• Manage approvals, contracts and documents for signature through to completion
• Work with Finance on executive office invoices, purchase orders and spend
• Maintain well organised executive files in SharePoint

Skills, Experience & Attributes

Essential

• At least 4 years' experience as an Executive Assistant to senior leaders, ideally supporting more than one executive
• Experience in a founder-led or fast paced business
• Advanced Microsoft 365 skills, particularly Outlook, Teams and SharePoint
• Excellent written communication, including the ability to draft correspondence in another person's voice
• Highly organised, with the ability to manage competing priorities calmly and accurately
• Proactive and forward thinking, anticipating needs and resolving issues early
• Sound judgement and complete discretion with confidential information
• Confident using AI tools, such as Claude and AI note takers, and quick to adopt new systems
• A warm, polished and professional manner with people at every level
• Flexibility outside standard hours when travel, events or international time zones require it

Desirable

• Background in beauty, haircare, fashion, FMCG or premium consumer brands
• Experience coordinating complex international travel across multiple time zones
• Experience coordinating board or investor meetings
• Event coordination experience