Executive Assistant & Marketing coordinator

Who we are

Vis à Vis is one of Melbourne's most trusted cosmetic injectable clinics, built on exceptional client outcomes, genuine care, and over 1,100 five-star Google reviews. We're a small but passionate team in the heart of South Yarra, and right now we're in an exciting phase scaling the business, bringing on new partnerships, and building the foundations for what comes next.

Our founder leads everything with a hands-on, high-standards approach. The clinic runs on trust, quality, and word of mouth. That's the culture we have built and protected.

The role

This is not a standard admin job, and we're not looking for someone who wants one.

You'll be the person who keeps everything moving. Managing the front desk, coordinating the founder’s workload, liaising with external suppliers and agencies, tracking action items, and making sure nothing falls through the cracks. But, you'll also be someone who brings ideas to the table. You'll notice what's happening in the aesthetics space, flag opportunities, bounce marketing thoughts with the team, and contribute to the organic growth of a brand that already has serious traction.

Think; executive assistant meets marketing coordinator meets the person who makes things happen.

Day to day, you'll be:

• Managing the front desk and client-facing interactions, phone, bookings, and follow-ups

• Acting as the operational right hand to the founder by tracking/managing projects, managing communications with external partners, and flagging what needs the founder’s attention.

• Supporting organic marketing activity, social content ideas, engagement and keeping an eye on what's happening in the industry to continuously shape the brand.

• Coordinating between the clinic and external agencies, suppliers, or service providers.

• Helping document processes and systems as the business grows.

• Contributing to a weekly overview of where things stand across all moving parts.

What we're looking for

We genuinely don't care whether your background is in beauty, admin, marketing, or something else entirely. What we do care about deeply:

• You communicate confidently and warmly in person, on the phone, and in writing. People feel at ease with you.

• You're naturally curious about wellness, aesthetics, beauty, or the business of personal care. You follow the space. You have opinions about it.

• You see a goal and figure out how to reach it; you don't wait to be told every step.

• You're organised. You track things, you follow up, you don't let things disappear.

• You're comfortable wearing multiple hats and you are comfortable with variety.

• You push through discomfort when it's good for the team, whether that's a tricky client call, an awkward ask, or something new you've never done before.

• You're discreet, emotionally intelligent, and you understand the culture of a high-trust, client-focused environment.

• Availability on Monday; Wednesday and Thursday until late, as well as the ability to be flexible on the occasional weekend a few times a year (roster changes can occur bi-annually).

 This role would suit someone who...

Has maybe worked as an EA, clinic coordinator, marketing assistant, operations support, or in a small business where you had to do a bit of everything. Or someone earlier in their career who is switched on, curious, and looking for a role where they can grow into something bigger as the business does.

Why join us

You'll have direct access to a founder who values your input, a team that's genuinely close-knit, and a business that's on the move. If you're good and you grow with us, this role grows with you.

· To apply, please submit your CV and a short cover letter detailing your thoughts on what "contributing" to a small business means to you beyond completing your assigned tasks.

 Applications without screening responses will not be reviewed.