Executive Assistant

Position Overview

The Executive Assistant will provide comprehensive administrative and operational support to the business owner. This role goes beyond traditional executive assistance, encompassing financial management, invoicing, supplier payments, and updates in Xero. The Executive Assistant will act as the owner’s operational proxy, ensuring smooth day‑to‑day business functions, while maintaining confidentiality and professionalism.

Key Responsibilities

• Manage executive calendars, schedule meetings, and coordinate travel arrangements.

• Prepare and edit correspondence, reports, presentations, and other documents.

• Act as the primary point of contact between the owner and internal/external stakeholders.

• Handle invoicing to customers, monitor receivables, and follow up on outstanding payments.

• Process payments to suppliers and maintain accurate records of transactions.

• Update and reconcile accounts in Xero (including invoices, expenses, and payroll entries).

• Track cash flow, prepare simple financial summaries, and flag variances for review.

• Support meeting preparation, including agendas, minutes, and follow‑up actions.

• Organize and maintain confidential files, records, and databases.

• Monitor deadlines and ensure timely completion of commitments.

• Assist with special projects, research, and operational tasks as required.

• Function as the owner’s operational delegate, but without signing authority on official documents.

Qualifications

• Bachelor’s degree in Business Administration, Accounting, Finance, or related field preferred.

• Proven experience as an Executive Assistant, Office Manager, or Administrative Officer.

• Strong knowledge of Xero or similar accounting software.

• Experience in invoicing, supplier payments, and basic bookkeeping.

• Excellent organizational and time‑management skills with attention to detail.

• Strong written and verbal communication skills.

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom).

• Ability to handle sensitive information with discretion.

• Strong problem‑solving skills and adaptability in dynamic situations.

Competencies

• Financial Acumen – Comfortable with invoicing, payments, and reconciliations.

• Professionalism & Confidentiality – Handles sensitive matters with discretion.

• Communication – Clear, concise, and effective in both written and verbal formats.

• Organization & Prioritization – Manages multiple tasks and deadlines efficiently.

• Initiative – Anticipates needs and proactively addresses issues.

• Collaboration – Works effectively with executives, staff, and external partners.

Work Setup

• Location: On-site

• Schedule: 7am to 4pm (non-daylight AU) 6am to 3pm (daylight saving AU)

• Reports to: Business Owner