Executive Assistant

This is a remote position.

• Provide high-level remote administrative support to onshore Partners/Directors, Managers and Accountants across the Business Advisory, Tax Advisory and Superannuation Advisory teams.
  
• Set up and manage client matter files and maintain accurate client records in CRM systems, including workflow actions, contacts, financials, document requests and questionnaires.
  
• Prepare client-related correspondence, including scanned ATO mail, reports, proposals and general communications, for onshore review and release.
  
• Prepare client fees and assist with the collation of financial statements, tax returns and activity statements.
  
• Prepare and coordinate the lodgement of tax returns and activity statements for review and authorisation by an onshore registered tax agent.
  
• Support the onshore team with ATO-related client matters, including monitoring client account and lodgement status and tracking due dates.
  
• Support the Client Onboarding and Entity & Corporate Secretarial specialist functions during peak periods or leave coverage, under direction.
  
• Handle general client queries via email, phone and approved digital channels, escalating to the onshore team where required.
  
• Develop and maintain standard templates and business unit communication collateral, including training PowerPoint presentations.
  
• Manage task handovers across time zones, providing timely status updates and clearly documenting work in progress at the end of each shift.
  
• Comply with the firm’s information security, privacy (Australian Privacy Principles) and offshore data-handling protocols.
  
• Manage Partner/Director diaries and calendars, scheduling client, team and external meetings, resolving conflicts and protecting time for priority work.
  
• Manage and triage Partner/Director inboxes, drafting responses, flagging urgent matters and following up outstanding items.
  
• Coordinate meetings, including preparing agendas and briefing packs, taking minutes and tracking action items through to completion.
  
• Prepare and format reports, presentations, board and leadership meeting papers and other high-quality documents for Partners/Directors.
  
• Act as a professional point of contact for clients, referrers and external professionals on behalf of Partners/Directors, handling enquiries and escalating matters appropriately.
  
• Maintain Partner/Director task lists, priorities and deadlines, providing timely reminders and follow-ups.
  
• Coordinate travel, accommodation, events, client functions and professional development bookings.
  
• Assist with expense reporting, credit card reconciliations, invoice processing and other Partner/Director administrative finance tasks.
  
• Support firm and leadership projects, including business development, client experience and team initiatives, by coordinating tasks, information and communications.
  
• Handle sensitive and confidential information with discretion, in line with the firm’s confidentiality and privacy requirements.
  

Requirements

• Previous experience in a similar offshore or outsourced administration role supporting an Australian accounting, tax or financial advisory firm is desired.
  
• Previous experience as an executive assistant or in a similar role supporting senior professionals, Partners or Directors is highly regarded.
  
• Working knowledge of Australian tax and compliance terminology and processes (ATO, ASIC, BAS/IAS and superannuation) is highly regarded.
  
• Experience with APS, CAS, CRM platforms, Docusign, ATOmate and Class is highly regarded; familiarity with the ASIC, ABR and ATO portals is an advantage.
  

• Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams, SharePoint, Outlook).
  
• Excellent written and spoken English communication skills, with a high level of professionalism, confidentiality, discretion and attention to detail.
  
• Strong organisational, prioritisation and time-management skills, with the ability to manage competing demands from multiple Partners/Directors.
  
• Able to work independently with minimal supervision and willing to work Australian business hours (AEST/AEDT), including daylight saving changes.
  

• Demonstrate strong digital literacy and proficiency across business applications, workflow systems, collaboration platforms and AI-enabled tools.
  
• Quickly learn, adapt to and effectively utilise new technologies and software platforms.
  
• Proactively identify opportunities to improve efficiency through technology, automation and process standardisation.
  
• Embrace emerging technologies and digital solutions to enhance accuracy, productivity and client service outcomes.