Executive Assistant – Sales & Client Coordination

Scent Australia is a leading fragrance marketing business servicing over 4,000 commercial clients nationwide.

Alongside our commercial scenting services, we partner with major retail, hospitality, and lifestyle brands to create white label and fully custom private label fragrance products, including candles, diffusers, room sprays, perfumes, and bespoke retail ranges.

We manage projects from concept and fragrance development through to sampling, production, and delivery, working closely with both local and international manufacturers.

About the Role

Scent Australia is seeking a highly organised Executive Assistant to support our CEO across sales pipeline management, diary and inbox coordination, and client follow-up. This is an entry-level role, ideal for someone early in their career who is eager to learn and grow within a fast-paced commercial environment. The successful candidate will serve as the connective link between leads, proposals, and closed deals — ensuring opportunities progress smoothly and nothing is overlooked — allowing the CEO to focus on relationships, strategy, and closing.

This is a genuine opportunity to grow alongside the business. As Scent Australia continues to expand, the scope and responsibility of this role will grow with it, offering strong potential for career progression for the right person.

The role also includes managing incoming company phone calls and delegating these appropriately, as well as handling customer service calls on behalf of the group.

Key Responsibilities

• Manage inbound sales enquiries, CRM records, and pipeline reporting

• Proactively manage the CEO's calendar, meetings, and travel logistics

• Triage and manage a shared sales inbox, ensuring timely responses

• Track all commitments, follow-ups, and next actions across live leads

• Prepare proposals, briefing packs, agendas, and contract documentation

• Maintain client relationship records and coordinate check-ins

• Produce weekly sales and pipeline reports

• Prepare handover packs for the delivery team upon contract signature

• Manage the company phone line, answer incoming calls, and delegate accordingly

• Handle customer service calls on behalf of the group

Key Requirements

• Highly organised and proactive

• Strong communication and follow-up skills

• Confident managing an executive's calendar, priorities, and actions

• Commercially minded, with strong attention to detail

• Join a leading fragrance marketing business with more than 4,000 commercial clients nationwide

• Gain exposure to sales, client relationships, and projects for major retail, hospitality, and lifestyle brands

• Work directly with senior leadership in a fast-paced, entrepreneurial environment

• Take on genuine responsibility in a role that can grow alongside the business

• Build a strong foundation for future career progression within Scent Australia

• Enjoy a team lunch provided every Friday