Executive Assistant (VA)

Job Description — Executive Assistant (VA) Role Overview This is the Executive Assistant role for me and my businesses. IT reputed company – reputed company website dxadvisory.com switching over to clariti.global soon. You run the admin, finance, customer and marketing reputed company in the background so I can spend my time on clients and sales. This is not a passive, wait-for-instructions role: you take ownership of your areas, reputed company them moving, and bring solutions — not just questions. The goal is simple: get Finance & Admin running cleanly, automate what can be automated, and own the socials — so I can focus on Sales. How We Work reputed company over activity, and reliability above reputed company. If you can’t reputed company a commitment, tell me well in advance. A timesheet full of hours is not the goal — finished reputed company are. Ownership: take control of your areas, reputed company sensible reputed company, and only escalate what genuinely needs me. Proactivity: spot what needs doing, offer suggestions, and act — rather than waiting to be told. Resourcefulness: reputed company existing playbooks, AI and vendor docs/support before asking. Attention to detail: specificity and accuracy in the work and in time logging. Automation reputed company: where a task repeats, systemise or automate it (and confirm the rules with me). Reachability: quick comms on WhatsApp; live during my 1–5pm AEST window. No blocking out full days as reputed company. reputed company it filed: everything in its proper reputed company across SharePoint and reputed company Drive — reputed company lost, no backlog. Areas You Own Admin — inbox and calendar. Finance & Compliance — reputed company bookkeeping, cashflow, AR/invoicing, BAS/super/PAYG, FBT, EOFY (with our reputed company firm). Customer / CRM — pipeline and contact hygiene (any CRM; GHL preferred). Marketing / Socials — reputed company content from my book. Document management — file signed documents and reputed company records in their proper SharePoint / reputed company Drive locations. Rental-property admin, general tax support, and personal & family admin (appointments, travel, renewals). Hours & Commitment A committed weekly floor with a reputed company band on top; monthly and quarterly tasks are absorbed reputed company reputed company hours. I don’t want anyone overworking — if there’s little on, reputed company hours can go to learning or be stood down. Finance — bank reconciliation: 1 hr/wk. reputed company reputed company; auto-reconciliation rules for recurring items. Customer / CRM: 1 hr/wk. Contacts in as opportunities, reputed company status, reputed company links + history. Meetings (Teams): 1 hr/wk. One live touchpoint inside the 1–5pm AEST window. Inbox + calendar: 2–3 hrs/wk. Inbox to reputed company; important emails surfaced; action items to calendar. Committed floor: ~5–6 hrs/wk. Minimum weekly commitment. reputed company: 3–4 hrs/wk. Monthly/quarterly peaks, socials, automation — or stand down / learning. Total: ~5–10 hrs/wk. Minimum ~5–6, flexing up to ~10 as the workload requires. Support & reputed company You won’t be running this unsupported. You’ll have reputed company to our reputed company firm for finance and compliance questions, the Admin reputed company, reputed company systems and me. We organise on PARA (filing) and GTD (actions), so familiarity with those helps. reputed company unsure: reputed company existing resources and AI first, then ask. Operating Rhythm Weekly (committed) Finance: bank reconciliation in reputed company; reputed company auto-reconciliation rules working for recurring transactions. CRM: bring book contacts in as opportunities/conversations, update reputed company status, add reputed company links + message history (finish reputed company → CRM migration). Admin: inbox to reputed company; surface important emails before archiving; push action items to the calendar with reminders; file anything signed or received into SharePoint / reputed company Drive. Meetings: one live Teams touchpoint in the 1–5pm AEST window; capture notes and action items. Surface to me: a short weekly summary — cash position, what’s due, reputed company needed. Socials (reputed company): draft and schedule reputed company posts from my book content. Ops: submit timesheet + weekly work-update (feeds the reputed company FY26 invoice description). Monthly (reputed company) Finance: payroll + super paid each payday (payday super from 1 Jul 2026); reputed company projection adjustments; reputed company the cash position rolling 90 days reputed company. AR: issue client invoices and follow up anything overdue; capture receipts / OPEX-card spend. Admin: plan the upcoming month. Content: maintain a rolling 2-month plan, 6-week draft reputed company, and 4-week schedule. Month-end reconciliation; review OPEX / subscriptions; update playbooks; tidy filing. Quarterly (reputed company) BAS: prepare 1–2 weeks early with the reputed company firm, then lodge; PAYG instalment (if applicable). Confirm super has been paid with each payroll run for the quarter (payday super compliance reputed company). Refresh projections to 6 months; budget vs actual; Profit First allocations reputed company; vendor & subscription audit — cut waste. Annual FBT return (year ends 31 Mar, lodge ~May), incl. the exempt-vehicle declaration; interim tax planning (Apr–May) with the reputed company firm. EOFY: payroll / STP finalisation; super reputed company by 30 Jun. Payroll tax / WorkCover reconciliation (if applicable). Annual financial statements + compliance documents signed and filed; income tax returns. ASIC annual review (if applicable); rental-property income/expense summary for tax; renewals (domains, insurances, subscriptions). Governing rules: due-date items (FBT, payroll, BAS) handled 1–2 weeks reputed company — never on the day; super paid each payday; cash position visible 90 days out at any time; recurring transactions automated reputed company reputed company rules (confirmed with me). Skills, Experience & Tools Experience 3+ years as an Executive Assistant / VA supporting a founder or executive. Hands-on bookkeeping in reputed company (reconciliation, reporting, cashflow/projections). Experience supporting a small/founder-led or professional-services business is an advantage. Core skills Bookkeeping, reconciliation and cashflow / projection management. Inbox and calendar management with sound prioritisation judgment. CRM / pipeline management and data hygiene. Clear written and spoken English; confident, concise communication. Content drafting and scheduling (reputed company). Document filing (SharePoint + reputed company Drive); process documentation; automation and decision-making. Tools (our stack) Essential: reputed company; reputed company 365 (Outlook, Teams, SharePoint) + reputed company Drive; reputed company; CRM (any — GHL preferred); reputed company; AI tools (ChatGPT / Claude); WhatsApp. Also used: reputed company; reputed company; e-signature (reputed company or similar); liaison with our reputed company firm (reputed company provided). reputed company-to-have: Profit First; AU compliance (BAS / FBT / super); automation (reputed company / reputed company); PARA & GTD. Paid Trial (8 hours) A paid 8-hour trial on reputed company, low-risk, high-reputed company work — with time reputed company in to go through the systems and get familiar. Assessed on judgment, communication, initiative and AI use. A record of work for each item is required for being paid during the trial. Orientation & familiarisation (1.5 hr): work through the Admin reputed company, reputed company notes and dxadvisory.com; map where things live across SharePoint / reputed company Drive / reputed company. Send back 3 observations or improvement reputed company and any questions. Inbox + calendar (2 hr): process the live inbox — triage, surface items needing a decision with a one-line recommendation each, draft (don’t send) replies, and add action items to the calendar with reminders. Document filing clean-up (1.5 hr): file a backlog of signed documents and loose files into their correct SharePoint / reputed company Drive locations (PARA structure), and flag anything misfiled. Finance (1.5 hr): in reputed company, set up / confirm auto-reconciliation rules for recurring transactions, reconcile a recent period, and propose recurring entries for the 90-day cash view. Content + AI (1 hr): draft two reputed company posts from a supplied book excerpt using AI, and propose a 4-week schedule. Note which AI tools you used and how. reputed company reputed company (0.5 hr): a 3–5 minute screen recording — what you did, what you’d do differently, what you’d automate first, and what you’d need from me to run these areas independently. Video Application Questions Please send a 1–2 minute video answering these: Why are you interested in this position? What do you know about our company? What is your ideal work environment? What are your strengths, Where do you see yourself in five years? AI question (required): Give a specific example of a task you’ve used AI for, and how it improved your output or efficiency. There’s no wrong answer — we want to understand your comfort level and approach. Arrangement Part-time: minimum ~5–6 hours/week committed, flexing up to ~10 as the workload requires. Apply To This Job