[Hiring] Executive Assistant & Internal Bookkeeper @WizeTalent

Role Description

A key hybrid role supporting executive leadership and internal operations in a fast-paced town planning and development consultancy firm. You'll manage executive support, streamline day-to-day operations, and maintain accurate internal bookkeeping while keeping the business running smoothly in a remote work arrangement.

Job Responsibilities

• 20% – Internal Bookkeeping
  • Manage day-to-day bookkeeping in Xero
  • Payroll processing and BAS support
  • Maintain accurate financial records
  • Assist with budgeting and cash flow tracking
  • Support monthly reporting
• 80% – Operations & Executive Support:
  • Executive Support
    • Manage complex calendars for the Managing Director
    • Coordinate meetings, follow-ups, and communications
    • Keep priorities organised and deadlines on track
    • Act as a gatekeeper and right-hand support
  • Operations Management
    • Oversee phone and email inboxes, including regular monitoring, triaging, and delegation of tasks to the appropriate team members
    • Identify urgent matters and take immediate action when required, including relaying messages or dictation on behalf of leadership
    • Coordinate internal and external meetings, including multi-party scheduling and arranging follow-ups based on task requirements
    • Manage and maintain calendars, timesheets, and daily scheduling based on communications and activity flow
    • Support leadership communication by drafting, relaying, and coordinating responses as needed
    • Monitor industry updates, bulletins, and relevant sources, and proactively share key insights with the team
    • Track deadlines, project milestones, and potential risks across teams, escalating issues early and ensuring timely resolution
    • Support client onboarding processes, including fact gathering and implementation coordination
    • Assist with general bookkeeping tasks, including invoicing, bank reconciliations, overdue invoice follow-ups, and Xero management
    • Maintain and update internal systems, including FYI Docs, HR, and safety training modules
    • Assist with website updates, social media management, and client engagement activities
    • Identify, coordinate, and manage attendance at relevant industry events, functions, and client engagements
    • Support operational initiatives such as client events, and ensure proactive updates and coordination

Qualifications

• An experienced bookkeeper ready to step into a broader operations role
• An operations assistant who also has strong bookkeeping experience
• A highly organised EA/VA with a town planning/land development background
• Someone who thrives in fast-paced environments and loves responsibility

Requirements

• Extremely organised and detail-oriented
• Proactive (you fix problems before they're noticed)
• Tech-savvy
• Confident in managing multiple priorities
• Calm under pressure
• Solutions-focused, not excuse-focused
• Excellent communication skills – both written and verbal
• Bonus points if you have experience in the planning and development process within Australia

Benefits

• Competitive salary of PHP 110,000 – 125,000 per month (depending on experience)
• Working permanently from home, Monday to Friday, 7:00 am to 3:00 pm Philippine Standard Time
• 20 days of paid leave a year + birthday leave
• Following Victorian Public Holidays (with flexibility)
• Direct hire by Insight Planning Consultants
• New equipment provided
• A supportive and collaborative work environment
• Stable and growing Australian company
• Welcome & Christmas Gifts