Job Description

About Us – Fan Focused. Results Driven

Gemba is a leading organisation in Sports and Entertainment across Strategy, Data & Analytics, Insights and Communications.

Gemba’s name is inspired by the Japanese origins of the word, to find the source of the truth. Since 2006 we have demonstrated a passion for understanding fans. In a sport and entertainment world that is becoming increasingly competitive and fragmented, fan insight is critical.

We deliver results for our clients. Whether it be better commercial outcomes or driving greater participation, this is our ultimate proof point, demonstration of shaping a better future for sport & entertainment.

About the Role

We’re on the lookout for an Executive Assistant & Office Manager to step into a parental leave cover where you'll play a key role in supporting our leaders and keeping the office humming.

As Executive Assistant & Office Manager, you’ll be the organisational force behind our Sydney office and Managing Director. You’ll manage logistics, communications, and operations, ensuring the team is set up for success - and doing it all with a proactive, people-first mindset.

In this highly visible and fast-paced role, you’ll support senior leaders, coordinate key projects, run a smooth office environment, and contribute to the culture and vibrancy that makes Gemba a great place to work.

Responsibilities

Executive & Administrative Support

• Provide high-level EA support to the Managing Director, including diary, email, travel, and expenses
• Coordinate meetings, prepare documents, and manage communications across the Sydney office

Office & Operations Management

• Own the day-to-day running of the Sydney office — from catering and cleaning to stationery and IT
• Lead logistics for in-office events, workshops, and team celebrations including birthdays and holidays
• Be the go-to for internal processes, working closely with the Melbourne Operations Co-ordinator and external suppliers

Client & Team Coordination

• Liaise professionally with clients, suppliers, and agencies - from booking meetings to coordinating logistics
• Manage confidential documents and contracts with professionalism and discretion
• Support onboarding and offboarding for new and departing Sydney staff, in partnership with P&C

IT & Systems Support

• Work with our external IT provider to resolve issues and maintain systems for the Sydney team
• Maintain up-to-date equipment registers and manage IT requirements across devices and systems

Culture & People Support

• Champion Gemba’s people programs — from new starter onboarding to internal events and wellbeing initiatives
• Support Gemba’s sustainability goals by championing low-waste, planet-friendly practices in the office
• Lead the planning and execution of key company events, including the Annual Conference and Sales & Marketing events

About You

Experience

• 3–5 years in Executive Assistant and/or Office Management roles
• Proven experience juggling competing priorities in a dynamic, service-led environment
• Experience in professional services, media, sport, or entertainment industries is a plus

Skills

• Outstanding organisational skills and attention to detail
• Proactive, approachable, and solutions focused
• Excellent written and verbal communication
• Ability to work with discretion, confidentiality, and empathy
• Intermediate to advanced skills in Microsoft Outlook, Word, PowerPoint, and Excel

Mindset

• You’re a self-starter who thrives on helping others succeed
• You enjoy bringing structure to chaos and find satisfaction in getting the little (and big) things right
• You’re team-oriented, curious, culturally connected, and love creating a positive environment for those around you

Success Looks Like

• A Managing Director who is empowered to lead effectively through your support
• An office environment that is organised, efficient, and welcoming
• A Sydney team that feels supported, celebrated, and ready to do their best work

How to Apply

If you’re ready to make an impact and take the next step in your career, click Apply and submit your CV and Cover Letter. Please address cover letters to Eliza Waite, People and Culture Coordinator.

Note: All candidates require working rights of this country to perform the role.

Gemba is an Equal Opportunity Employer. We value diversity and encourage people of all different backgrounds, experiences, abilities and perspectives to apply. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, disability status or other protected characteristics or similar.

Recruitment Agencies, we appreciate the interest, but we’ve got this one covered. Thanks!