Executive Assistant in Melbourne

Alamora Advisory is a growth and management consulting firm partnering with small and medium businesses across Australia and Southeast Asia. The firm works closely with founders and leadership teams to drive commercial growth, refine strategy, and build scalable operational foundations. Alamora Advisory supports clients through market expansion, organizational restructuring, and talent solutions, leveraging deep expertise and strong networks. The team is highly connected across the region, offering a collaborative environment and exposure to diverse industries and business models. Candidates joining Alamora gain the opportunity to contribute to impactful projects that shape the trajectory of growing businesses.

An Australian performance marketing agency helps brands grow through paid search, paid social, SEO, CRM and email automation, conversion rate optimisation, server-side tracking, and performance creative. They work with clients ranging from ambitious SMEs to enterprise organisations, delivering data-driven strategy and hands-on execution across the full digital marketing funnel.

An experienced, highly organised Executive Assistant to support the Director. A remote role suited to a proactive operator who thrives on keeping things running smoothly behind the scenes: managing the Director's day to day, keeping client and financial admin on track, and ensuring nothing falls through the cracks. You will be a central point of coordination across the agency, so strong written English, clear communication, and prior experience working with an Australian business are essential.

• Accounts management and invoicing: Prepare, issue and track client invoices in QuickBooks. Follow up on outstanding payments and maintain accurate accounts records. Reconcile invoices and liaise with bookkeeping and accounting as needed.
• Website and content management: Update and maintain website content in Webflow (pages, blog posts, case studies). Coordinate content publishing schedules and ensure brand consistency. Perform basic CMS administration and quality checks within Webflow.
• Email and calendar management: Manage the Director's inbox: triage, prioritise, draft responses, flag urgent items. Coordinate the Director's calendar, schedule meetings across time zones, resolve conflicts. Prepare the Director for upcoming meetings with agendas and relevant context.
• Note taking and task follow-up: Attend internal and client meetings to capture accurate notes and action items in Notion. Distribute meeting summaries and track follow-ups through to completion. Maintain task lists in ClickUp and proactively chase outstanding items across the team via Slack.
• Client onboarding management: Coordinate the end-to-end onboarding process for new clients in ClickUp. Set up client records in Keap (CRM), along with documentation, access and kick-off meetings. Ensure a smooth, professional first experience for every new client.

About you: 8 to 10 years of overall professional experience in administrative, operations or executive support roles. 1 to 2 years supporting a marketing team or agency (essential). Demonstrated experience working with an Australian business and familiarity with Australian business practices. Excellent written and verbal English. Highly organised with exceptional attention to detail and follow-through. Comfortable working remotely and autonomously, with strong time management. Confident across the tool stack: QuickBooks, Webflow, Notion, Slack, ClickUp and Keap. Discreet and trustworthy with confidential business and client information.

Nice to have: Hands-on experience with QuickBooks, Webflow, ClickUp, Notion or Keap specifically. Exposure to digital marketing concepts and agency workflows. Experience with client onboarding or account coordination.