Executive Assistant (Onsite)

Position Overview

The Executive Assistant provides high-level administrative, operational, and financial support to the Business Owner. This role extends beyond traditional executive assistance by overseeing key business operations, including invoicing, supplier payments, basic bookkeeping, and maintaining accurate financial records in Xero. The successful candidate will serve as a trusted partner to the Business Owner, helping ensure efficient day-to-day operations while maintaining the highest level of professionalism, discretion, and confidentiality.

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Key Responsibilities

• Manage the Business Owner's calendar, schedule meetings, and coordinate travel arrangements.
• Prepare, proofread, and manage correspondence, reports, presentations, and other business documents.
• Serve as the primary point of contact between the Business Owner and internal or external stakeholders.
• Prepare and issue customer invoices, monitor accounts receivable, and follow up on outstanding payments.
• Process supplier payments and maintain accurate financial transaction records.
• Maintain and update financial records in Xero, including invoices, expenses, bank reconciliations, and payroll-related entries.
• Assist with basic bookkeeping and ensure financial information is accurate and up to date.
• Monitor cash flow and prepare simple financial reports to support business decision-making.
• Coordinate meeting logistics, prepare agendas, record meeting minutes, and track action items.
• Organize and maintain confidential files, records, and business documentation.
• Track key deadlines and proactively ensure commitments and deliverables are completed on time.
• Conduct research and provide administrative support for business initiatives and special projects.
• Act as the Business Owner's operational liaison by facilitating day-to-day business activities, while acknowledging that the role does not include authority to approve or sign legally binding documents.

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Qualifications

• Bachelor's degree in Business Administration, Accounting, Finance, or a related field is preferred.
• Minimum of 2–3 years of experience as an Executive Assistant, Office Manager, Administrative Officer, or in a similar role.
• Experience using Xero or comparable cloud-based accounting software.
• Practical experience in invoicing, accounts receivable, supplier payments, and basic bookkeeping.
• Strong organizational and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and collaboration platforms such as Microsoft Teams and Zoom.
• Demonstrated ability to handle confidential and sensitive information with professionalism and discretion.
• Strong analytical, problem-solving, and multitasking abilities in a fast-paced environment.

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Core Competencies

• Financial Administration – Knowledge of invoicing, bookkeeping, supplier payments, reconciliations, and financial record management.
• Confidentiality & Professionalism – Exercises sound judgment and discretion when handling sensitive business information.
• Communication Skills – Communicates clearly and professionally with internal and external stakeholders.
• Organization & Time Management – Effectively prioritizes tasks and manages multiple deadlines.
• Initiative & Accountability – Anticipates business needs and takes ownership of assigned responsibilities.
• Adaptability – Thrives in a dynamic environment and responds effectively to changing priorities.
• Collaboration – Builds strong working relationships across teams and with external partners.

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Work Setup

• Work Arrangement: On-site

• Work Schedule:

  • 7:00 AM – 4:00 PM (AEST – Non-Daylight Saving)
  • 6:00 AM – 3:00 PM (AEDT – Daylight Saving)

• Reporting To: Business Owner