Executive Assistant

This is a fully remote position, open to applicants in Australia.

📋 Description

• Maintain and refresh the Xero client database to guarantee accuracy and compliance.

• Oversee practice lodgements, including Tax, BAS, and ASIC submissions for each financial year.

• Log and prepare tax return assignments while ensuring workflow tracking systems are maintained.

• Handle incoming and outgoing communications, including mail, phone calls, and emails.

• Professionally greet clients and assist with their inquiries as the initial point of contact.

• Update client information and contact details in all applicable systems, ensuring records remain current.

• Add new clients and entities into databases and manage onboarding documentation effectively.

• Utilize the ATO Portal for lodgements, inquiries, and report generation.

• Act as a liaison with the Australian Taxation Office (ATO) on behalf of accountants and clients for various matters, such as payment arrangements, interest remission requests, and compliance queries.

• Assist in the preparation and lodgement of ASIC forms, annual reviews, and company modifications.

• Contact ASIC as necessary on behalf of clients and ensure statutory records are diligently maintained.

• Prepare, review, and process client billing and invoices as per partner instructions.

• Process practice receipts, manage debtors, and reconcile payments efficiently.

• Support partners in tracking billable hours, work in progress (WIP), and debtor balances.

• Generate financial reports and assist with monthly or quarterly billing reviews.

• Provide high-level administrative support to partners and senior accountants.

• Manage calendars, appointments, and schedules for client meetings.

• Draft correspondence, proposals, and client communications on behalf of partners.

• Assist in preparing presentations, reports, and documentation as necessary.

• Maintain and manage practice databases and filing systems, both digital and physical.

• Ensure client data and communications are handled in compliance with privacy and confidentiality standards.

• Support internal compliance and quality control processes.

• Contribute to initiatives aimed at process improvement to enhance administrative efficiency.

⛳️ Requirements

• Bachelor’s degree in Accounting, Business Administration, or a related field (preferred).

• 3-5 years of experience in administrative support within an accounting firm or professional services setting.

• Strong understanding of Australian accounting and compliance practices, including ATO and ASIC procedures.

• Proficient in Xero Practice Manager (XPM) and the Microsoft Office Suite (Outlook, Excel, Word).

• Experience with document management and practice workflow systems (such as NowInfinity, FYI Docs, or similar).

• Excellent written and verbal communication skills, with a professional demeanor in client interactions.

• Strong organizational and time management abilities, capable of managing multiple priorities.

• High attention to detail, accuracy, and confidentiality when handling financial information.

• Collaborative team player with the ability to work independently when necessary.

🏝️ Benefits

• Flexibility: Work in a hybrid model (remotely and from one of our inspiring offices) to achieve a better work-life balance!

• Inspiring Workspaces: Our offices are strategically located and designed to enhance your productivity.

• Free Unlimited Barista Coffee and Booze: Enjoy refreshments from our café and beverage bar.

• Dynamic Open Spaces: Designed to foster productivity and creativity.

• State-of-the-Art Security: Ensuring your safety and peace of mind.

• Game Rooms: Take a break and relax with our recreational facilities.

• Competitive Compensation: Your skills deserve recognition! We assist you in negotiating with our clients.

• Professional Growth: Access ongoing training and development opportunities to help you reach your full potential.

• A Supportive Community: Join a diverse and inclusive team dedicated to your success.

• Global Impact: Be part of something bigger and make a difference on a global scale.