Business Operations & Executive Coordinator

We are looking for an ambitious, highly organised and commercially curious Business Operations & Executive Coordinator to provide executive support to the Regional Director and help keep our growing Australian business running smoothly, responsively and professionally.

This is a hands-on role at the centre of the Australian business. You will provide high-quality executive coordination, act as a trusted local point of contact for clients and stakeholders when the Regional Director is unavailable, and support the day-to-day operational requirements of a fast-growing professional services business.

Working closely with the Regional Director, Australian team (including its subsidiaries) and global Central Services, you will help coordinate priorities across clients, people, finance, procurement, governance, business development and office operations. You will also play an important role in coordinating visits by Trivandi founders and senior global leaders, ensuring their time in Australia is well planned, commercially focused and professionally supported.

The role is designed for someone with approximately 3-5 years of relevant experience who wants considerably more breadth and responsibility than a traditional Executive Assistant role. For the right person, it provides a strong development pathway toward a Business Manager role over the next two to three years, subject to performance and the continued growth of the Australian business.

To come on this journey with us, you will be resourceful, confident dealing with senior people, comfortable moving between strategic priorities and practical tasks, and someone who genuinely enjoys making things happen.

· Coordinate the day-to-day operational requirements of the Australian office and help create a well-organised, responsive working environment.

· Maintain business systems, processes, records and controls, identifying opportunities to simplify and improve how the local business operates.

· Coordinate office administration, facilities, suppliers and local service providers.

· Support onboarding and mobilisation of employees, associates, contractors and project resources.

· Coordinate internal meetings, town halls, team events and other staff engagement activities.

· Act as a key coordination point between the Australian business and Trivandi global Central Services.

· Support a high standard of client responsiveness, including meeting coordination, preparation, follow-up and maintaining continuity when senior leaders are travelling or unavailable.

· Maintain accurate and current CRM information, including opportunities, contacts, next actions and pipeline updates.

· Support preparation and coordination of proposals, expressions of interest, tender submissions, credentials and other business development materials.

· Maintain relevant procurement and tender portals, monitor opportunities and coordinate submission requirements and deadlines.

· Assist with contract administration, project setup, purchase orders, supplier onboarding, invoicing inputs and other commercial administration.

· Support project mobilisation and operational coordination where required.

· Support recruitment administration, interview scheduling, onboarding and orientation for new team members.

· Coordinate Trivandi Associate Network (TAN) onboarding, documentation and contract administration.

· Maintain local employment, leave and workforce records in coordination with the global People Team.

· Support team communication, culture, wellbeing and engagement initiatives.

· Assist with resource coordination and maintaining visibility of team availability and upcoming requirements.

· Coordinate routine finance administration with outsourced Australian finance providers and the global Finance Team, including invoicing inputs, expenses, payroll inputs and payment processes.

· Support local business registrations, insurances, compliance records and statutory administration.

· Assist with implementation of Trivandi policies and procedures within the Australian operating environment.

· Coordinate Australian Board meeting logistics and documentation, including papers, records and action tracking.

· Support WHS administration, audit preparation and other governance requirements.

· Maintain supplier, subcontractor and procurement documentation required for client and government compliance.

· Support the Regional Director with the operational integration of Trivandi’s recently acquired business (Sold Out Events).

· Provide proactive day-to-day executive support to the Regional Director, including diary management, meeting coordination, travel and priority management.

· Prepare meeting agendas, briefing materials, presentations, papers and action lists, and ensure agreed follow-up actions are progressed.

· Coordinate visits by Trivandi founders and senior global leaders, including itineraries, client meetings, internal sessions, travel logistics, briefing materials and follow-up.

· Act as a trusted local point of contact for clients, partners and internal stakeholders when the Regional Director is unavailable, ensuring enquiries are triaged and responded to promptly.

· Maintain visibility of key priorities, deadlines and commitments across the Australian business and proactively flag issues requiring attention.

· Handle commercially sensitive and confidential information with discretion and sound judgement.

The key knowledge, experience and qualifications we are looking for include:

· Approximately 3-5 years of experience in executive support, business coordination, office management, operations coordination or a comparable role.

· Exceptional organisational skills with the ability to manage multiple priorities, deadlines and stakeholders without losing attention to detail.

· Confidence working directly with senior executives, clients and external stakeholders in a professional environment.

· Strong written and verbal communication skills, including the ability to prepare polished correspondence, meeting materials and presentations.

· Commercial curiosity and a genuine interest in understanding how a growing business operates and makes money.

· A proactive approach: able to anticipate what is needed, solve practical problems and progress matters without waiting to be asked.

· High levels of discretion, judgement and professionalism when handling confidential information.

· Strong capability with Microsoft Office and confidence learning CRM, finance, project and collaboration systems.

· Experience within professional services, consulting, infrastructure, major events, sport, construction or a project-based business.

· Exposure to business development, proposals, tenders or government procurement processes.

· Experience supporting a senior executive who has significant client-facing, travel or business development responsibilities.

· Experience in a growing, entrepreneurial or scaling business where roles are broad and priorities evolve quickly.

· Exposure to basic finance administration, supplier management, HR coordination or governance processes.

The key competencies and behaviors we are looking for include:

· Ambitious and keen to grow beyond a traditional executive support role into broader business management responsibility.

· Highly organised, proactive and able to create order in a fast-moving environment.

· Commercially curious and interested in clients, projects, pipeline, business performance and how decisions affect the wider business.

· Polished and client-facing, with the confidence and judgement to represent Trivandi professionally when senior leaders are unavailable.

· Comfortable dealing with founders, senior executives and government or corporate stakeholders, while remaining approachable and practical.

· Practical and adaptable, with a willingness to move seamlessly between high-level executive support and hands-on operational tasks.

· Collaborative, solutions-oriented and comfortable working across time zones and global teams.

· Resilient, adaptable and energised by growth and change.

· Trusted, discreet and committed to the highest standards of integrity and follow-through.

This role is intended to provide meaningful breadth and exposure across the Australian business. As capability develops and the business continues to scale, there is a clear opportunity for the successful candidate to grow into a broader Business Manager role over approximately two to three years, taking on increasing responsibility for local operations, commercial coordination, governance and business performance.

· Regional Director - Australia / APAC

· Trivandi founders and senior global leadership

· Australian-based staff

· Global Business Performance Team

· Global Finance Team

· Global People Team

· Global Marketing Team

· Project Directors and project teams

· Executive and staff of recently acquired business (Sold Out Events)

· Clients and government agencies

· Business partners and industry stakeholders

· Suppliers and subcontractors

· Outsourced finance, HR, legal and compliance providers

· Recruitment partners

Success in this role will be measured through:

· A material reduction in administrative and coordination demands on the Regional Director, creating more capacity for clients, growth and leadership.

· Consistently strong client and stakeholder responsiveness, including continuity when the Regional Director is travelling or unavailable.

· Well-planned and professionally coordinated founder and senior leadership visits that maximise commercial and team value.

· Smooth, reliable day-to-day operation of the Australian business with strong follow-through on priorities and actions.

· Accurate and disciplined CRM, procurement, finance and business administration.

· Positive onboarding and team support outcomes.

· Increasing capability and ownership across business operations, demonstrating readiness to progress toward a future Business Manager role.

You will also be able to travel within Australia and overseas as required.

If you are successful in this application we will invest in you, support and train you to be successful, opening up a world of opportunities.