Executive Assistant

About the role

The role provides end-to-end remote administrative and executive assistant support to the Business Advisory, Tax Advisory and Superannuation Advisory teams of an Australian accounting firm, including client file and CRM management, ATO correspondence, lodgement coordination, and support for the Client Onboarding and Entity & Corporate Secretarial functions. The role also provides executive assistant support to onshore Partners/Directors, including diary, inbox and meeting management, so they can focus on clients and leadership priorities.

Key responsibilities

Administration Support

• Provide high-level remote administrative support to onshore Partners/Directors, Managers and Accountants across the Business Advisory, Tax Advisory and Superannuation Advisory teams.
• Set up and manage client matter files and maintain accurate client records in CRM systems, including workflow actions, contacts, financials, document requests and questionnaires.
• Prepare client-related correspondence, including scanned ATO mail, reports, proposals and general communications, for onshore review and release.
• Assist with the collation of financial statements, tax returns and activity statements.
• Prepare and coordinate the lodgement of tax returns and activity statements for review and authorisation by an onshore registered tax agent.
• Support the onshore team with ATO-related client matters, including monitoring client account and lodgement status and tracking due dates.
• Handle general client queries via email, phone and approved digital channels, escalating to the onshore team where required.
• Manage task handovers across time zones, providing timely status updates and clearly documenting work in progress at the end of each shift.
• Comply with the firm's information security, privacy (Australian Privacy Principles) and offshore data-handling protocols.

Executive Assistant Support

• Manage Partner/Director diaries and calendars, scheduling client, team and external meetings, resolving conflicts and protecting time for priority work.
• Manage and triage Partner/Director inboxes, drafting responses, flagging urgent matters and following up outstanding items.
• Coordinate meetings, including preparing agendas and briefing packs, taking minutes and tracking action items through to completion.
• Prepare and format reports, presentations, board and leadership meeting papers and other high-quality documents for Partners/Directors.
• Act as a professional point of contact for clients, referrers and external professionals on behalf of Partners/Directors, handling enquiries and escalating matters appropriately.
• Maintain Partner/Director task lists, priorities and deadlines, providing timely reminders and follow-ups.
• Coordinate travel, accommodation, events, client functions and professional development bookings.
• Assist with expense reporting, credit card reconciliations, invoice processing and other Partner/Director administrative finance tasks.
• Support firm and leadership projects, including business development, client experience and team initiatives, by coordinating tasks, information and communications.
• Handle sensitive and confidential information with discretion, in line with the firm's confidentiality and privacy requirements.

About you

• Previous experience in a similar offshore or outsourced administration role supporting an Australian accounting, tax or financial advisory firm is desired.
• Previous experience as an executive assistant or in a similar role supporting senior professionals, Partners or Directors is highly regarded.
• Working knowledge of Australian tax and compliance terminology and processes (ATO, ASIC, BAS/IAS and superannuation) is highly regarded.
• Experience with APS, CAS, CRM platforms, Docusign, ATOmate and Class is highly regarded; familiarity with the ASIC, ABR and ATO portals is an advantage.
• Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams, SharePoint, Outlook).
• Excellent written and spoken English communication skills, with a high level of professionalism, confidentiality, discretion and attention to detail.
• Strong organisational, prioritisation and time-management skills, with the ability to manage competing demands from multiple Partners/Directors.
• Able to work independently with minimal supervision and willing to work Australian business hours (AEST/AEDT), including daylight saving changes.
• Demonstrate strong digital literacy and proficiency across business applications, workflow systems, collaboration platforms and AI-enabled tools.
• Quickly learn, adapt to and effectively utilise new technologies and software platforms.