Divisional Assistant

A Front-Row Career in Australian Tax Advisory Excellence

Put your administrative expertise at the heart of a respected Australian chartered accounting and advisory practice with international reach. As a Divisional Assistant, you'll work closely with tax professionals and partners across ATO compliance, client matters, reporting, billing, and practice operations-gaining valuable professional-services expertise while Emapta offers top 1% talent international exposure, continuous development, career stability, and exceptional work-life balance.

Your Career Snapshot

• Employment Type: Full-time
• Shift: Day Shift, Weekends Off
• Work Setup: Onsite, Makati

Exciting Perks Await!

• Day 1 HMO coverage with free dependent
• Competitive Salary Package
• Day Shift Schedule
• Prime office location in Makati (easy access to MRT stations, restaurants, and banks)
• Fixed weekends off
• Salary Advance Program through our banking partner (Eligibility and approval subject to bank assessment. Available to account holders with a minimum of 6 months of company tenure.)
• Unlimited upskilling through Emapta Academy courses (Want to know more Visit: https://emapta.com/training-calendar/)
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer!
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more!)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used at your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

The Qualifications We Seek

• 2 to 3 years of experience as an Administrative Assistant, Divisional Assistant, or Personal Assistant, preferably within a professional services environment
• Proficiency in Microsoft Word, including styles, sections, headers and footers, tables, tables of contents, mail merge, track changes, bullets, and automatic numbering
• Working knowledge of Microsoft Excel and PowerPoint

Professional Competencies

• Professional, diligent, and ethical approach when working with staff and external parties
• Respectful, patient, tolerant, and responsible conduct
• Ability to follow instructions, clarify requirements, and meet assigned deadlines
• Ability to balance independent problem-solving with timely escalation and supervision
• Ability to evaluate the effectiveness of completed work and identify opportunities for improvement
• Proactive and action-oriented approach with the ability to work independently
• Strong accountability and adherence to established procedures and processes
• Excellent attention to detail and effective self-review skills to minimize supervisory review
• Strong sense of ownership and responsibility for individual actions

Key Competencies

• High level of confidentiality, integrity, and ethical judgment when handling sensitive information
• Excellent written and verbal communication skills across different levels of seniority and external stakeholders
• Strong interpersonal awareness, active listening skills, enthusiasm, and positive professional attitude
• Strong planning, organization, prioritization, and time-management skills
• Ability to establish and monitor timelines and operate effectively through uncertainty and ambiguity
• Strong internal customer and staff focus, with the ability to gather feedback and use it to improve service
• Ability to establish and maintain effective working relationships with internal stakeholders
• Engaged and solutions-focused approach to divisional administration

Your Daily Tasks

Management of Incoming and Outgoing Client Correspondence

• Update and maintain client databases for changes in addresses, email addresses, phone numbers, and other client details
• Enter new clients, prepare new client forms, remove deleted clients, and maintain ethical and engagement letters as required, including document formatting
• Prepare divisional reports, including productivity and timesheet reports
• Attend divisional meetings, distribute agendas, take minutes, circulate action items, and follow up on outstanding actions
• Archive electronic and paper files
• Scan and maintain legal, accounting, and other documents, including Audit Client Admin Forms and Anti-Money Laundering Checklists
• Schedule appointments for TAS Partners and staff as requested
• Draft, prepare, format, and edit letters, tenders, memos, emails, reports, spreadsheets, PowerPoint presentations, and PDF documents as required
• Save and file documents electronically and prepare and send FuseSign bundles to clients for signature
• Process and post fees and assist with divisional billing matters
• Send weekly WIP reports to divisional staff and initiate fees, as instructed, upon job completion
• Maintain client lists and registers, including client lodgement requirements and status
• Prepare and lodge lodgement and payment deferral requests with the Australian Taxation Office (ATO) as required
• Lodge income tax returns, business activity statements, and other compliance matters with the ATO as required

Partner Support Activities

• Monitor and maintain Outlook calendars for client meetings and events
• Maintain key client contact lists for relationship management and business development
• Assist with client meetings, including agenda preparation, minute-taking, follow-up emails, and action lists
• Provide administrative support for external presentations and training preparation for the Tax Institute and Chartered Accountants Australia and New Zealand

Tax Matters Administration

• Attend workflow meetings and allocate jobs as determined
• Set up appropriate matters and milestones for relevant entities and prepare budget templates
• Save relevant reports, including ATO and TAS reports, to the appropriate matters
• Scan physical documents and save them to the correct matter folders

Process Management & Staff Development

• Collaborate with other Divisional Assistants to meet the firm's Quality Management requirements
• Maintain an updated training register for all TAS staff
• Update the CA Program schedule for TAS staff
• Maintain clear and accessible processes to ensure work can continue during absences

Relief Duties

• Provide Finance backup, including invoice amendments as requested
• Assist staff with expense claim inquiries
• Support credit card pre-approval inquiries
• Assist with client invoice payment inquiries and other related Finance administration

About the Client

HLB Mann Judd is an award-winning Australian chartered accounting and advisory firm helping businesses, organizations, and individuals navigate financial complexity with confidence. They provide specialized expertise across tax consulting and compliance, audit and assurance, business advisory, accounting, wealth management, and international business services. As part of the global HLB network spanning 155 countries, they combine deep Australian market knowledge with international capabilities, giving clients access to practical expertise, strategic guidance, and personalized solutions that support sustainable growth and long-term financial success.

Join the Top 1% Talent. A better career. A better life.

Welcome to Emapta Philippines: home to professionals who choose growth, balance, and impact. Recognized as one of HR Asia'sBest Companies to Work For in Asia 2025 and winner of Inspiring Workplaces Australasia 2026, Emapta offers more than opportunities -- it provides a career environment where people thrive. Collaborate with global teams, build meaningful expertise, and grow in a culture that prioritizes both performance and well-being.

Apply now and experience the difference!