Senior Executive Assistant / AU Bookkeeping Administrator

We are looking for an experienced, highly organised and proactive Senior Executive Assistant / Bookkeeping Administrator to support an Australia-based business owner managing growing businesses across renewable energy, engineering and professional consulting services.

This is a hybrid role combining executive assistance, business administration and day-to-day bookkeeping/finance administration.

The successful candidate will work closely with the business owner and internal team to help manage day-to-day priorities, improve financial visibility, maintain accurate records, coordinate business activities and ensure important administrative and financial matters are followed through.

This role is suited to someone who is comfortable taking ownership, anticipating what needs to be done, and working independently rather than waiting for instructions for every task.

Work Schedule

The role will initially be part-time at approximately 20 hours per week, Monday to Friday, with working hours to be agreed with the client.

The successful candidate will be expected to maintain availability during agreed Australian business hours to support timely communication, financial administration, customer follow-ups and coordination with the client and internal team.

The role may potentially increase in hours as the businesses grow and the requirements of the position develop.

Professional Expectations

This is a remote independent contractor role, and applicants must be based in the Philippines. The successful candidate will be contracted through Crafty Simon Inc., our Philippine-based entity.

Successful candidates will be expected to:

• Work independently and proactively manage assigned responsibilities.
• Maintain strict confidentiality when handling financial, commercial and personal information.
• Be reasonably available for ad hoc communication during agreed client business hours.
• Communicate professionally with Australian customers, suppliers and business partners.
• Identify outstanding matters and follow them through without requiring constant supervision.
• Declare any current and ongoing employment, freelance work or client engagements.
• Maintain reliable internet connectivity and an appropriate remote working environment.

Key Responsibilities

Executive Assistance & Administration

• Manage and coordinate the client's calendars across multiple business activities.
• Monitor and assist with the management of business email accounts.
• Schedule, reschedule and coordinate meetings and appointments.
• Maintain reminders and follow up outstanding actions and commitments.
• Assist with travel planning and coordination, including flights and scheduling between Canberra, Melbourne and other locations.
• Coordinate the client's availability with internal team members, customers and external parties.
• Communicate with customers and suppliers by email and telephone when required.
• Assist with customer appointment changes, delays and rescheduling.
• Coordinate with Nana and other internal team members regarding administrative and operational matters.
• Maintain organised business records, documents and information.
• Provide general executive and administrative support as required.

Bookkeeping & Finance Administration

• Maintain accurate and up-to-date financial records in Xero.
• Raise and issue customer invoices.
• Monitor accounts receivable and outstanding customer invoices.
• Professionally follow up overdue accounts and customer payments.
• Monitor accounts payable, supplier invoices and upcoming payment due dates.
• Process and record day-to-day financial transactions.
• Assist with bank and account reconciliations.
• Maintain accurate supporting documentation for financial transactions.
• Monitor outstanding debts, upcoming liabilities and expected customer receipts.
• Assist with cash-flow monitoring and provide visibility of upcoming payments and collections.
• Prepare regular accounts receivable and accounts payable ageing reports.
• Assist with preparation of Profit & Loss and other management reports.
• Coordinate with the client's accountant and/or other finance professionals where required.
• Maintain accurate and timely financial information so the client has clear visibility of the financial position of the businesses.

Requirements

Required Skills and Qualifications

• Demonstrated experience as an Executive Assistant, Senior Virtual Assistant, Finance Administrator, AU Bookkeeping Administrator, or similar role.
• Practical hands-on experience using Xero.
• Experience managing AU Accounts Receivable and Accounts Payable.
• Experience raising invoices, monitoring payments and following up overdue accounts.
• Understanding of basic AU bookkeeping principles and financial transactions.
• Ability to understand and prepare basic financial and management reports relevant to Australian businesses.
• Strong Microsoft Excel and/or Google Sheets skills.
• Excellent written and spoken Australian English.
• Confident communicating with Australian customers, suppliers and business stakeholders by telephone and email.
• Strong calendar, email and task-management skills.
• Excellent attention to detail and organisational ability.
• Strong follow-through and ability to manage multiple priorities simultaneously.
• Ability to work independently and proactively in a remote environment.
• High level of discretion when handling confidential financial and business information.
• Strong problem-solving skills and willingness to take ownership of tasks.

Preferred Skills and Qualifications

• Previous experience supporting an Australian SME or business owner.
• Previous experience working directly with a founder, CEO, Director or senior executive.
• Australian bookkeeping experience.
• Familiarity with Australian GST and BAS processes.
• Experience preparing or assisting with P&L, Balance Sheet, cash-flow and management reporting.
• Experience with debt collection/accounts receivable follow-up.
• Experience coordinating with external accountants or bookkeepers.
• Experience supporting more than one business or business unit simultaneously.
• Travel and itinerary coordination experience.
• Experience with Microsoft Office and/or Google Workspace.
• Experience working within renewable energy, construction, engineering, professional services or another Australian SME environment would be advantageous.

What We're Looking For

Beyond technical skills, we are looking for someone who can become a trusted right-hand

support person to a busy business owner.

The ideal candidate will not simply wait to be told what to do. They should be comfortable identifying matters that require attention, following up outstanding actions and proactively keeping the client informed.

For example, rather than waiting to be asked whether an invoice has been paid, the successful candidate should be comfortable identifying overdue invoices, following them up appropriately and reporting the outcome.

Similarly, they should be able to identify scheduling conflicts, upcoming deadlines, outstanding supplier payments or other administrative matters and bring them to the client's attention before they become problems.

Benefits

• Work-Life Balance
• Competitive monthly service fees