Executive Assistant (Admin & Accounts)

About the Role

We are looking for a highly organised, dependable and detail-oriented Executive Assistant (Admin & Accounts) to support management across business administration, accounting and the administrative operations.

The successful candidate will work closely with and our external accountant. As the business grows, you will play an important role in establishing and maintaining efficient administrative and accounting processes.

Key Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative and executive support to management
• Manage correspondence, documentation, filing and administrative follow-ups
• Maintain organised company records, student records and important documents
• Coordinate with suppliers, service providers, accountants
• Assist with quotations, purchases, invoices and procurement-related administration
• Prepare reports and information required by management
• Assist in developing, documenting and improving internal administrative processes and workflows

Accounts & Finance Administration

• Maintain accurate and up-to-date accounting records using Xero / QuickBooks or other accounting software
• Record and categorise invoices, expenses, supplier bills, payments and other transactions
• Maintain proper supporting documentation for invoices, receipts and payments
• Maintain accounts payable and accounts receivable records
• Prepare payment schedules and assist with supplier payments
• Reconcile billing and payment information from operational systems against accounting records
• Assist with month-end closing and ensure accounts are updated in a timely manner
• Prepare supporting information and documentation for GST reporting and management reports
• Liaise with the company's external accountant on GST, year-end accounts and corporate tax matters
• Prepare documents and schedules required for accounting reviews, tax filings and statutory requirements
• Investigate discrepancies and ensure they are properly resolved rather than simply adjusted

Centre Administration

• Support the day-to-day administrative operations

• Manage student enrolments, registrations, withdrawals or transfers

• Maintain accurate student and parent records in the management system

• Administer enrolment documentation, consent forms, parent information and other centre records

• Serve as an administrative point of contact for parents on matters relating to enrolment, invoices, forms and general centre administration

• Assist with parent communications and administrative notices

• Maintain attendance and other required operational records

• Monitor records and follow up on outstanding administrative or payment matters where required

• Maintain documentation required for regulatory and operational compliance

• Assist management with documentation for ECDA and other relevant authorities

• Support preparation for regulatory submissions, inspections and audits

• Maintain organised records for licences, insurance, contracts, vendors and other centre documentation

• Coordinate centre supplies, purchases, maintenance requests and service providers

• Support administrative arrangements for centre activities, events and programmes where required

Systems & Data Management

• Maintain and administer the company's student and centre management systems for enrolment, billing, student records and related information
• Ensure information is entered accurately and kept up to date across different business systems
• Reconcile information between the student management/billing system, accounting software and bank records
• Perform regular checks to ensure information is consistent across operational, billing and accounting systems
• Identify discrepancies, missing information or process issues and follow through until they are resolved
• Support implementation of new administrative and accounting systems as the business grows
• Help improve and automate workflows to reduce unnecessary manual data entry

Requirements

• Diploma or equivalent qualification in Business Administration, Accounting, Finance or a related field preferred
• Previous experience in an Executive Assistant, Administrative, Accounts Assistant, Accounts Executive or Admin & Accounts role preferred
• Basic understanding of bookkeeping and accounting principles
• Experience maintaining a full set of accounts is an advantage but not essential
• Experience with Xero, QuickBooks, MYOB or similar accounting software is an advantage
• Experience with bank reconciliation, accounts payable/receivable and maintaining financial records preferred
• Experience in a preschool, childcare, education or enrichment environment is an advantage but not essential
• Good working knowledge of Microsoft Softwares
• Comfortable learning and working across different software systems
• Strong attention to detail and comfortable working with numbers
• Highly organised and able to manage multiple responsibilities and deadlines
• Able to work independently and take ownership of assigned responsibilities
• Good written and verbal communication skills
• Able to communicate professionally with parents, vendors and external service providers
• Able to handle confidential business, employee, student and financial information professionally

What We're Looking For

More than qualifications, we are looking for someone who is reliable, meticulous and takes ownership of their work.

The ideal candidate:

• Keeps records organised and up to date without requiring constant reminders
• Has a strong eye for detail and notices when information or numbers do not match
• Investigates discrepancies instead of simply making adjustments
• Follows through on outstanding matters until they are resolved
• Is comfortable asking questions when unsure
• Is systematic and able to establish good administrative routines
• Is comfortable communicating with both parents and business stakeholders
• Is willing to learn new systems and processes
• Looks for ways to make administrative work simpler and more efficient
• Can prioritise effectively when handling multiple responsibilities
• Takes pride in maintaining accurate and well-organised records

Accounting Experience

Full-set accounting experience is an advantage but is not a strict requirement.

The role will be responsible for maintaining accurate day-to-day accounting records and supporting the monthly closing process. The company works with an external accountant for professional review, GST, corporate tax and year-end accounting matters.

We are therefore open to candidates with strong administrative experience who possess good numerical ability, attention to detail and a willingness to develop their accounting skills.

Why Join Us

This is an opportunity to take on a broad and meaningful role within a growing education business.

You will work closely with management and have the opportunity to develop experience across business administration, finance, operations and systems management. As the organisation expands, there will be opportunities to take greater ownership of administrative and operational functions.