hammerjack

Executive Assistant

hammerjack

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇦🇺 Australia

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Job Level

Mid-LevelSenior

About the role

  • Maintain and update the Xero client database to ensure accuracy and compliance.
  • Manage practice lodgements including Tax, BAS, and ASIC submissions per financial year.
  • Log and prepare tax return jobs and maintain workflow tracking systems.
  • Manage incoming and outgoing correspondence, including mail, phone calls, and emails.
  • Greet clients professionally and assist with inquiries as the first point of contact.
  • Update client information and contact details in all relevant systems, ensuring records are current.
  • Add new clients and entities to databases and manage onboarding documentation.
  • Use the ATO Portal for lodgements, queries, and generating reports.
  • Liaise 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 with the preparation and lodgement of ASIC forms, annual reviews, and company changes.
  • Contact ASIC as required on behalf of clients and ensure statutory records are maintained.
  • Prepare, review, and process client billing and invoices in accordance with partner instructions.
  • Process practice receipts, manage debtors, and reconcile payments.
  • Support partners in monitoring billable hours, WIP (work in progress), 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 client meeting schedules.
  • Draft correspondence, proposals, and client communication on behalf of partners.
  • Assist with preparing presentations, reports, and documentation as required.
  • Maintain and manage practice databases and filing systems (digital and physical).
  • Ensure client data and communications are handled in accordance with privacy and confidentiality standards.
  • Support internal compliance and quality control processes.
  • Contribute to process improvement initiatives 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 environment.
  • Strong knowledge of Australian accounting and compliance practices, including ATO and ASIC procedures.
  • Proficiency in Xero Practice Manager (XPM) and Microsoft Office Suite (Outlook, Excel, Word).
  • Experience with document management and practice workflow systems (NowInfinity, FYI Docs, or similar).
  • Excellent written and verbal communication skills with a professional client-facing manner.
  • Strong organisational and time management skills; ability to manage multiple priorities.
  • High attention to detail, accuracy, and confidentiality in handling financial information.
  • Collaborative team player with the ability to work independently when required.
Benefits
  • Flexibility : Work hybrid (remotely and from one of our inspiring offices) and enjoy a better work-life balance!
  • Inspiring Workspaces : Our offices are strategically located and designed to fuel your best work.
  • Free Unlimited Barista Coffee and Booze : Enjoy refreshments from our cafe and beverage bar.
  • Dynamic Open Spaces : Conducive for productivity and creativity.
  • State-of-the-Art Security : Ensuring your safety and peace of mind.
  • Game Rooms : Take a break and unwind with our recreational facilities.
  • Competitive Compensation : Your talents deserve to be rewarded! We help you negotiate with our clients.
  • Professional Growth : Access to ongoing training and development opportunities to help you reach your full potential.
  • A Supportive Community : Join a diverse and inclusive team that's dedicated to your success.
  • Global Impact : Be part of something bigger and make a difference on a global scale.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
Xero Practice ManagerAustralian accounting practicesATO proceduresASIC proceduresdocument management systemsworkflow systemsfinancial reportingbilling and invoicingdata reconciliationprocess improvement
Soft skills
written communicationverbal communicationorganisational skillstime managementattention to detailconfidentialitycollaborationindependenceclient-facing skillsadministrative support
Certifications
Bachelor’s degree in AccountingBachelor’s degree in Business Administration