Executive Assistant / Accountant

Position overview

Location: Philippines remote / work from home. Region focus: Australia.

Position objective

The aim of this role is to provide high-level executive support and comprehensive accounting functions that facilitate effective business operations. The role combines advanced administrative skills with financial expertise and concise communication to ensure the Business Owner and the broader organization operate efficiently. The successful candidate will work independently, owning outcomes and "solutioning" for complex tasks without the need for constant hand-holding.

Key responsibilities

1. Executive support & operations

• Provide high-level administrative assistance to the Business Owner, managing schedules and prioritising tasks effectively.
• Oversee document organization and maintain essential site or business data.
• Manage internal communications and respond to inquiries from stakeholders and visitors.
• Utilise Monday.com and Microsoft Office to coordinate projects, track tasks, and manage business workflows.
• Act as a gatekeeper, ensuring time management is optimized for the executive office.

2. Accounting & financial management

• Execute core accounting functions using Xero, ensuring all financial data is accurate and complete.
• Manage accounts receivable and payable, including the verification of documents and processing of payments.
• Assist with invoice management, purchase orders, and coding for business expenses.
• Adhere to periodic billing cycles to maintain timely invoicing and healthy cash flow.
• Investigate and resolve discrepancies or queries related to invoices and financial records.
• Assist in required stocktakes or financial audits within business systems.

3. Quality assurance & compliance

• Ensure all data entered into financial and administrative systems is accurate and follows company policies.
• Check for errors in orders, invoices, and records before finalizing documentation.
• Maintain consistency in processing and documenting information to ensure regulatory compliance.
• Identify and report discrepancies or issues to the Business Owner immediately.

4. Stakeholder engagement

• Develop and maintain positive relationships with customers, suppliers, and internal teams.
• Provide backup assistance for broader administrative and financial tasks as required by business needs.
• Ensure all visitors and external providers comply with business policies and requirements.

Key selection criteria

• Technical proficiency: Advanced knowledge of Xero, Monday.com, and Microsoft Office suite.
• Accounting expertise: Strong foundational knowledge of accounting principles and financial data management.
• Independence: Proven ability to think and work independently, owning outcomes and troubleshooting issues autonomously.
• Communication: Excellent interpersonal skills with the ability to communicate with stakeholders at all levels.
• Detail oriented: High level of attention to detail and strong problem-solving skills.

Key performance indicators (KPIs)

• Data accuracy: High level of accuracy in financial data entry and administrative records.
• Stakeholder feedback: Positive feedback from the Business Owner and external partners.
• Efficiency: Timely completion of invoicing, reporting, and executive support tasks.
• Compliance: Full compliance with all company policies, financial standards, and procedures.