Offshore Virtual Assistants (OVA), a well-respected Australian outsourcing provider, is seeking an experienced and highly organised Operations & Marketing Coordinator to support one of our Australian clients.

Our client is a premium aesthetics and wellness clinic in Surry Hills, Sydney. They are a small, considered brand built around clinical excellence (cosmetic injectables, IV therapy, laser and skin treatments) and a genuinely elevated client experience.

This role offers the opportunity to work closely with the business founder and lead practitioner, playing a key role in supporting the operational and marketing functions of the company. You will work directly with the founder and be involved in building and growing the business from the ground up.

This is a long-term opportunity for someone who is looking to grow with the company, take ownership of key areas of the brand, and expand their hours, responsibilities, and career development as the business scales.

The successful candidate will play a key role in keeping the business running smoothly on a day-to-day basis while taking ownership of the brand’s marketing execution. You will be responsible for transforming our existing brand assets into high-quality content across social media, email campaigns, and our website, ensuring a consistent and professional brand presence without the need for an external agency.

Duties and Responsibilities: 

Marketing & Graphic Design

• Create high-quality marketing materials using an existing brand kit.
• Design social media posts, stories, website graphics, email banners, and promotional materials.
• Perform basic photo editing and image resizing.
• Maintain consistent branding across all platforms.

Email Marketing

• Build and design email campaigns.
• Create and maintain automated email workflows.
• Manage audience segmentation and mailing lists.
• Monitor campaign performance and recommend improvements.

Website Management

• Update website content, banners, images, and landing pages.
• Maintain SEO basics including page titles, meta descriptions, and image alt text.

Social Media Management

• Manage the content calendar.
• Schedule and publish content.
• Respond to comments and direct messages during Sydney business hours.
• Assist with boosted posts and basic paid social campaigns (advantageous).

Marketing Campaigns

• Coordinate campaigns across email, website, and social media.
• Track campaign performance and prepare reports.
• Client Support & Administration
• Respond to client enquiries via phone, email, and social media.
• Manage appointment bookings, confirmations, cancellations, and reschedules.
• Follow up deposits and help maximise appointment schedules.
• Conduct client recalls and rebooking campaigns.
• Maintain client records and CRM accuracy.
• Request reviews and escalate sensitive concerns appropriately.
• Deliver a premium customer experience at every interaction.

AI & Systems Support

• Work alongside AI tools to improve productivity.
• Assist with workflow automation and operational processes.
• Use AI appropriately while recognising when human judgement is required.

Systems & Software

Required

• Canva
• Squarespace
• Meta Business Suite
• Facebook
• Instagram
• TikTok
• Mailchimp (or similar)
• CRM / Booking System
• Claude AI or similar AI tools
• Google Business Profile

Advantageous

• Adobe Photoshop
• Adobe Illustrator
• Adobe InDesign
• Meta Ads Manager

Skills & Experience

We are looking for someone who has:

• Excellent written and spoken English with confident phone communication.
• At least 2 years’ experience in operations, marketing, or a similar support role.
• Strong graphic design skills with a portfolio demonstrating high-quality work.
• Advanced Canva skills.
• Experience designing email campaigns and marketing automations.
• Experience editing Squarespace websites.
• Strong understanding of Meta Business Suite and social media management.
• Experience handling customer enquiries and CRM systems.
• Confidence using AI tools in daily work.
• Excellent organisational and time management skills.
• High attention to detail and ability to work independently.

Highly Desirable

• Adobe Creative Suite experience.
• Meta advertising experience.
• Email automation.
• Basic local SEO knowledge.

Personal Attributes

We’re looking for someone who is:

• Professional, friendly, and customer-focused.
• Highly organised and detail-oriented.
• Proactive and solution-oriented.
• Reliable and accountable.
• Able to work independently.
• Adaptable and eager to learn.
• Passionate about delivering exceptional customer service.
• Committed to continuous improvement and long-term growth.