Overview
: the client is helping businesses optimize their IT investments through strategic consulting and digital transformation.
We are looking for a proactive and results-driven Virtual Assistant to support our sales and marketing efforts.
Role Overview
This is a part-time Virtual Assistant role supporting a business owner across bookkeeping, financial administration, compliance, marketing, and general operations.
The VA works independently on a recurring schedule, using a suite of cloud-based tools to keep the business running smoothly — from reconciling transactions in Xero to scheduling LinkedIn content and managing inboxes.
Paid Trial (10 Hours)
During the initial paid trial, the successful candidate will be expected to complete the following:
Review Provided Materials
Carefully review the Admin Playbook (Notion) to understand business operations and expectations.
Review the company website ( dxadvisory.com ) to understand the business and its services.
Watch Loom Recording
Watch the provided Loom recording (speed-watching is acceptable) for further context on tasks and expectations.
Review the accompanying notes and flag any questions.
Submit a Short Introduction Video (1–2 minutes)
Record a 1–2 minute video introducing yourself and answering the following five questions.
This video is a key factor in assessing communication skills and role fit:
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 Usage Question
As part of your introduction video (or as a written response), please also answer:
How do you currently use AI tools in your work?
Please give a specific example of a task you have used AI for, and describe how it improved your output or efficiency.
Note: There is no wrong answer.
We use AI actively in this role and want to understand your comfort level and approach.
Ongoing Responsibilities
Transaction Management
Perform regular reconciliations of all business transactions in Xero
Raise, update, and track invoices (including invoices for clients such as YVW)
Create, classify, and manage bills,



including repeating bills and auto-renewals
Reclassify marketing, contractor, and other miscategorised expenses
Maintain Fixed Asset Register and update as required
Set up and manage purchases in Xero
Payroll & Superannuation
Process and post pay runs on schedule
Prepare and maintain payslip folders and payslip activity spreadsheets
Reconcile and process superannuation contributions (quarterly SGC)
Confirm and pay superannuation payments via Xero
Cash Flow & Financial Reporting
Prepare and maintain cash flow projections (monthly and annual)
Compile income and expense summaries
Assist with financial projections and income forecasting
Track and tally rental income and property expenses
Compliance & Tax
Prepare and lodge BAS documentation, including workpapers and journal entry review
Coordinate with external accountant via email on tax matters
Manage Fringe Perks Tax (FBT) requirements — review, preparation, exempt vehicle declarations
Create and maintain playbooks for FBT, SGC, and BAS processes
Monitor and follow up on ASIC renewal, insurance, and Worksafe obligations
Set up BAS payment plans and process ATO bill payments
Prepare remuneration certifications and compliance documentation
Administrative Support
Inbox & Communication Management
Daily inbox sweep, email labelling, and folder creation across Outlook and other platforms
Follow up on outstanding emails, forward correspondence, and respond on behalf of the client
Manage reminders and create Slack notifications from email actions
Document & File Management
Upload and organise documents across Google Drive, OneDrive, and SharePoint
Create and maintain folder structures for projects, invoices, pay advice, and insurance
File BAS workpapers, payslips, superannuation documents,



and ownership statements
Update and maintain passwords in 1Password
Task & Project Coordination
Maintain task dashboard (Notion) with bills, due dates, reminders, and checklists
Create and update playbooks for recurring admin processes
Prepare meeting agendas, take notes, and distribute summaries
Pay utility, electricity, and other recurring bills on schedule
Property Management Support
Maintain rental property transaction and expense tracking spreadsheet
Compile monthly rental income and expense tallies
File ownership statements and property-related documents
Handle correspondence related to the property and liaise with relevant parties
Organise and maintain property document folders
Marketing & Social Media
Content Creation & Scheduling
Develop monthly content plans and create written social media posts
Design and edit marketing assets using Canva
Schedule and publish posts to LinkedIn and Facebook
Manage and update Notion-based content tracker and social media calendar
Fill metadata for scheduled posts and maintain content library
Brand & Digital Presence
Conduct competitor research and brand audits
Develop user personas and marketing strategy documentation
Write and refine bio, about page, and speaker profile copy
Create and maintain accounts on Linktree, Canva, and Facebook
Review and update website copy and create mockups in Canva
Business Development & Speaking Engagements
Research and identify relevant speaking engagement opportunities and conferences
Create Notion pages to track events and maintain a pipeline of opportunities
Prepare cold outreach kits and speaker profiles
Support lead generation activities
Prepare PowerPoint presentations and supporting documents for client proposals
Assist with pitch deck creation and document formatting
Tools & Platforms
Accounting: Xero
File Storage: Google Drive, OneDrive, SharePoint
Project Management & Notes: Notion
Email: Outlook
Password Management: 1Password
Social Media: LinkedIn, Facebook
Communication: Slack
Other: 1Password, Linktree, Meta Business Suite
#J-*****-Ljbffr

📌 Bookkeeping, Admin, Marketing & Compliance (Melbourne)
🏢 Zohorecruit
📍 Melbourne