[Hiring] Virtual Assistant - Bookkeeper @Hunt St

Role Description

We are looking for a highly organized and detail-oriented Virtual Assistant / Bookkeeper to support a dental surgeon who operates as an independent contractor across multiple clinic locations in Queensland and NSW. The role covers the surgeon's personal corporate structure — including operating companies, trusts, and investment vehicles — not the management of the clinics themselves.

This role combines executive assistance with bookkeeping responsibilities. You will maintain accurate financial records across all entities, coordinate with external professionals (accountant, lawyer, financial planner), manage supplier and clinic communications, and keep the day-to-day running smoothly so the director can focus on clinical work.

Key Responsibilities

• Manage and coordinate the director's calendar, appointments, and meetings across multiple clinic locations
• Arrange travel bookings, including flights, accommodations, and itineraries
• Handle email management, inbox triage, and correspondence on behalf of the director
• Communicate with clinic admin staff, suppliers, property managers, and other stakeholders as the director's point of contact
• Coordinate with external professionals including accountant, lawyer, and financial planner
• Organise and manage files within Google Drive (individual professional email and workspace provided)
• Prepare reports and summaries as requested (financial, operational, or ad hoc)
• Expense categorisation and credit card reconciliation
• Take on additional tasks and projects as directed — the scope of this role will evolve with the business
• Maintain accurate financial records across multiple entities using Xero, including inter-entity and director loans
• Reconcile bank and credit card transactions
• Manage accounts payable and receivable
• Prepare basic financial reports and assist with month-end processes
• Coordinate with external accountants when required

Qualifications

• Proven experience as a Virtual Assistant, Bookkeeper, or in a similar role
• Strong working knowledge of Xero (required)
• Experience supporting business owners or executives is highly preferred
• Excellent organizational and time management skills
• Strong written and verbal English communication skills
• High level of attention to detail and accuracy
• Ability to manage multiple tasks and work independently
• Experience with AI tools is a plus

Preferred (Nice to Have)

• Experience working with Australian clients or businesses
• Familiarity with multiple-entity bookkeeping
• Background in healthcare, dental, or professional services industries

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)
• Have reliable internet access, technology and backup options