[Hiring] Executive Assistant/Bookkeeper @D2B

Role Description

The Executive Assistant / Bookkeeper (EA/BK) serves as a dual-impact operational backbone for the company, balancing day-to-day corporate financial reconciliation with high-level administrative governance. Reporting directly to the Philippines-based Senior Accountant for bookkeeping duties and to the executive leadership team for administrative functions, this role ensures seamless accounting workflow, pristine audit trails, and strict compliance with Australian regulatory standards. Ultimately, this position exists to free up leadership bandwidth while keeping the company's financial and governance operations organized, accurate, and predictable.

Responsibilities

• Bookkeeping
  • Reconcile bank, Shopify and company card transactions in Xero daily, match customer receipts to invoices, and follow up missing receipts from card holders.
  • Review and correct coding of supplier invoices processed through Lightyear (AP automation), and maintain supplier coding defaults.
  • Check invoices are approved in line with our approval policy, and support the weekly supplier pay run, including verifying supplier bank details before approval.
  • Reconcile supplier statements against Xero, and chase outstanding supplier invoices to minimise month-end accruals.
  • Monitor the accounts payable and supplier inboxes and respond to payment enquiries within 24 hours using standard templates, escalating non-standard matters.
  • First-pass checks of staff expense claims against policy before payment.
  • Set up new suppliers and customers, including credit applications, onboarding forms, and ABN and bank detail verification.
  • Weekly review and recoding of transactions so revenue, costs, intercompany balances and balance sheet items are correctly classified.
  • Check and correct GST coding, escalating queries for review.
• Executive and administrative support
  • General executive and administrative support to the leadership team.
  • Board administration: compiling monthly board packs from contributors, preparing agendas, minutes and action trackers, and maintaining the board and shareholder document library.
  • Secretarial support, including preparing documents for e-signature (DocuSign) and following up signatures.
  • Preparing meeting agendas and supporting materials.
  • Formatting PowerPoint presentations to a professional standard.
  • Maintaining organised digital filing for financial and administrative records.
  • Travel bookings and diary coordination for the leadership team, including capturing itineraries and tax invoices in Xero.
  • Maintaining the compliance, insurance and contracts registers (renewal dates, certificates of currency) and sending reminders ahead of due dates.
  • Ad hoc administrative and operational support.

Qualifications

• 2 years experience as Executive Assistant with Bookkeeping experience.
• Hands-on Xero experience (essential).
• Experience with Australian GST and BAS-related transaction coding.
• Experience with AP automation tools (Lightyear or similar) and Shopify reconciliations (highly desirable).
• Bank and card reconciliations across multiple entities (desirable).
• Experience supporting a board or company secretary: board packs, minutes, registers (desirable).
• Demonstrated discretion with confidential board, shareholder and financial information.
• Willingness to use AI and automation tools to streamline repetitive tasks.
• Strong Microsoft 365 skills, particularly Excel, PowerPoint, Word and Outlook.
• Working hours aligned with Sydney business hours, Monday to Friday.