Executive Assistant / AU Bookkeeper

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