Executive Assistant

Job Description

ABOUT BUSINESSMARTER Businessmarter is a Melbourne digital marketing agency. We run the whole marketing function for our clients so they deal with one team and one invoice instead of five suppliers. Communication is direct and decisions are made quickly. There are no layers to work through. THE ROLE You are the manager's right hand. Client requests come to him, he passes them to you, and you make sure the team delivers. You turn requests into briefs, run the board, chase deadlines, keep status current and tell him what needs his attention. You also handle his calendar and personal admin. WHAT YOU LOOK AFTER ▪ Turning client requests relayed by the manager into written briefs on Trello, with owner, deadline and what done looks like ▪ Running the board daily, chasing the team on anything due or late, and flagging blockers the same day ▪ Confirming every deliverable has gone out and is filed in the drive under the right name ▪ Keeping a live status for each client so any question can be answered in ten seconds ▪ An end of day summary to the manager: done, late, blocked, waiting on him ▪ Drafting client update emails and monthly reports for the manager to review and send ▪ Pulling numbers from Meta, Google Ads, GA4 and Search Console into the report template ▪ Raising invoices, tracking payments and flagging anything overdue ▪ Keeping the Pipeline board current with prospects and follow up dates ▪ Calendar, bookings, travel and personal admin for the manager across his businesses ▪ Writing and maintaining SOPs as processes settle WHAT YOU NEED ▪ One to three years in a BPO, admin, coordination or assistant role, ideally supporting an Australian or other foreign business ▪ Written English clear enough that your brief is easier to follow than the message it came from ▪ Trello, Asana, ClickUp or similar, used to run work for other people, not just your own ▪ Google Workspace, including Drive, Sheets and Calendar, and Slack ▪ Comfortable following up the same person three times without going quiet or getting rude ▪ Organised enough to hold twenty open items across several clients without dropping one ▪ Discretion. You will see client names, pricing and the manager's personal admin ▪ Reliable internet and a backup connection, plus a plan for power outages USEFUL TO HAVE ▪ Agency or marketing background ▪ Xero or similar invoicing ▪ Zapier or Make for simple automations ▪ Meta Ads Manager, Google Ads or GA4 reporting WHAT GOOD LOOKS LIKE ▪ Nothing is late without the manager knowing the day before ▪ Briefs come back right first time because the brief was clear ▪ The end of day summary is the only thing he needs to read to know where every client stands ▪ The team hears from you before they hear from him How To Apply Apply through LinkedIn. For any enquiries, email hello@businessmarter.com.au.