Role Overview
We are looking for a highly organized, tech-savvy, and proactive
Executive Assistant with Bookkeeping capabilities to serve as a key back-office partner to a business owner. This is a dynamic, long-term dual-function role requiring someone who can manage executive administration, bookkeeping, client communications, and workflow automation.
The ideal candidate is a self-starter who does not need to be micromanaged—someone who takes full ownership of tasks, identifies areas for improvement, and naturally develops into the business owner's reliable
right-hand person.
Key Responsibilities
Executive Assistant & Client Management
- Manage the executive inbox by drafting, filtering, and responding to emails as required.
- Coordinate calendars, appointments, meetings, and schedules.
- Maintain accurate CRM records, client information, and interaction logs.
- Manage incoming leads and ensure timely follow-ups are completed.
- Proactively track clients due for recurring services and arrange follow-ups before their service due dates.
- Coordinate tasks, deadlines, travel itineraries, document preparation, and other administrative requirements.
- Provide proactive day-to-day support to the business owner and help keep priorities on track.
Job Administration & Bookkeeping
- Prepare and dispatch quotes once pricing has been approved.
- Conduct quote follow-ups, confirm jobs, and assist with work scheduling.
- Perform day-to-day bookkeeping using Xero , including bank reconciliation and processing invoices, bills, and payments.
- Monitor accounts receivable and payable.
- Conduct outbound calls and follow-ups regarding overdue accounts and outstanding payments.
- Assist with debt collection activities and maintain accurate records.
- Assist with payroll processing and prepare basic financial reports and summaries for the business owner.
Systems, AI & Continuous Improvement
- Actively use AI tools such as ChatGPT to improve administrative workflows, productivity, and back-office efficiency.
- Identify repetitive or inefficient processes and recommend practical improvements.
- Document operational procedures and develop clear, simple SOPs as familiarity with the business grows.
- Proactively identify gaps, follow up on outstanding tasks, and take ownership of administrative workflows.
- Support the ongoing improvement and organization of business systems and processes.
Social Media – Secondary Responsibility
- Assist with organizing, scheduling, and publishing social media content across relevant platforms.
- Use AI tools to assist with content drafting and basic content coordination.
Requirements REQUIRED SKILLS & QUALIFICATIONS
- Hands-on experience with Xero is mandatory.
- Strong written and spoken English communication skills.
- High confidence and professionalism when making outbound client calls.
- Strong proficiency with technology and business software.
- Comfortable and enthusiastic about using AI tools such as ChatGPT to improve productivity.
- Previous experience as an Executive Assistant, Bookkeeper, Admin Officer, or similar support role .
- Experience supporting an Australian business is highly advantageous.
- Strong organizational, time-management, and attention-to-detail skills.
- Ability to work independently with minimal supervision.
- Strong follow-through and the ability to manage multiple priorities.
PREFERRED EXPERIENCE & PERSONALITY FIT
- Familiarity with Australian accounting practices and GST.
- Experience with CRM systems and maintaining client records.
- Experience preparing and following up on quotes.
- Familiarity with recurring service-based businesses and scheduling workflows.
- Proactive and solutions-oriented approach to work.
- Able to move beyond simply completing assigned tasks and actively manage back-office priorities.
- Calm, professional, reliable, adaptable, and detail-oriented.
- Willingness to build a long-term working relationship and grow into a trusted business support role.
Benefits
Why Join Us
- Healthy, supportive, and conducive work environment (Great Place to Work⢠Certified for three consecutive years!)
- Work with an innovative company delivering cutting-edge solutions across multiple industries
- Lead a team in a fast-paced, high-growth environment
- Competitive salary with opportunities for career advancement
- Collaborative, forward-thinking work culture
- 21 leave credits plus all client-based holidays
- HMO coverage with dependent benefits
- Exposure to world-class leadership from both local and international supervisors
