Executive Assistant & Sales Coordinator

Pro Light & Sound; City of Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

Pro Light & Sound, a leading Melbourne event production company, seeks an Executive Assistant & Junior Sales Coordinator to work with our Managing Director in Cheltenham. This hybrid role blends organised admin with the sales process from enquiry to delivery.

You'll triage emails, manage the calendar, attend site visits, follow up quotes, and help prepare client documents. If you’re proactive, client‑facing, and eager to grow in event production management, we'd love to hear from you.

Qualifications

• 2+ years in events, coordination, admin, or junior sales.
• Well-organised and proactive, able to chase tasks without being told.
• Able to juggle multiple tasks and keep priorities clear.
• Interested in a career in event production management.
• Confident engaging with clients via email, phone or on site.

Responsibilities

• Triage the director's emails and coordinate the calendar.
• Attend site visits and client meetings with the director.
• Support with new enquiries and keep jobs in the pipeline on track.
• Follow up on quotes and outstanding jobs, keeping clients and internal teams informed.
• Handle day-to-day admin and flag items needing the director's input.
• Help prepare proposals and client-facing documents.
• Act as a point of contact for clients and suppliers.
• As we grow, take on more production management and sales process.

Skills

Organizational skills

Client-facing

Proactive

Communication

Job description

Pro Light & Sound is one of Melbourne's leading end-to-end event production companies. Audio, vision, lighting, staging, AV styling, custom builds, we handle the full scope, and we hold every part of it to the same standard. We work to a simple philosophy: Every Event, Every Effort. Nothing leaves our hands unless it’s our best work.

Behind every great event is a great crew. We're looking for an Executive Assistant & Junior Sales coordinator to join us in Cheltenham, working directly alongside our Managing Director to keep the business running smoothly and our clients well looked after.

The role

This is a hybrid role built around two things: keeping our director organised, and supporting the sales side of event production, from enquiry through to job delivery. You'll be the one triaging emails, managing the calendar, and handling the admin that keeps things moving, but you'll also be out at site visits and client meetings, building the experience to run your own conversations end to end.

We're not after a traditional EA. We want someone self-driven and autonomous who can spot what needs doing before they're asked, who's as comfortable in the detail of admin as they are talking to a client on site. We're growing, and as we do, so will this role. If you have events experience, a bias for action, and are looking for a role that hands you more responsibility as you grow with us, we'd love to hear from you.

What you'll do

• Triage the director's emails and coordinate the calendar.
• Attend site visits and client meetings alongside the director.
• Support with new enquiries as they come in and help keep jobs in the pipeline on track.
• Follow up on quotes and outstanding jobs, keeping clients and the internal team in the loop.
• Handle day-to-day admin, flagging anything that needs the director's input.
• Help prepare proposals and client-facing documents.
• Act as a point of contact for clients and suppliers.
• As we grow, take on more of the production management & sales process, from enquiry through to post-sale.

What we're looking for

• 2+ years in events, whether that's coordination, admin, or junior sales.
• Properly organised, someone who knows what to chase and when without being told.
• Comfortable holding a few balls in the air at once and dropping none of them.
• Eager to build a career in event production management.
• Confident with clients, whether that's over email, on the phone, or standing next to them on site.
• Full-time, based at our Cheltenham office.

Why PLS

You’ll join a tight-knit, passionate crew and work on events you’ll be proud of. Great people, great gear, and a “yes” mindset that runs through everything we do.

We live by four principles, and it's on all of us, individually and as a team, to bring them to work every day:

Care.

We treat every event like it's our own, with nothing left to chance. We care about the work and the people we do it with.

Clarity.

Everyone knows the plan, their role, and the next step. We'll always be straight with you, and we hope you'll do the same for us.

Communication.

Proactive updates, honest conversations, no surprises. We’d rather hear from you early than have you struggle alone.

Calm.

We stay composed under pressure, so the client only sees the magic. Things go sideways sometimes, and we steady each other through it rather than pointing fingers.

If that sounds like how you already move through the world, you’ll feel right at home here!