Job Description
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.
n
Role Overview
n
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.
n
Paid Trial (10 Hours)
n
During the initial paid trial, the successful candidate will be expected to complete the following:
n
n
Review Provided Materials
n
Carefully review the Admin Playbook (Notion) to understand business operations and expectations.
n
Review the company website ( dxadvisory.com ) to understand the business and its services.
n
Watch Loom Recording
n
Watch the provided Loom recording (speed-watching is acceptable) for further context on tasks and expectations.
n
Review the accompanying notes and flag any questions.
n
Submit a Short Introduction Video (1–2 minutes)
n
n
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:
n
n
Why are you interested in this position?
n
What do you know about our company?
n
What is your ideal work environment?
n
What are your strengths?
n
Where do you see yourself in five years?
n
n
AI Usage Question
n
As part of your introduction video (or as a written response), please also answer:
n
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.
n
Note: There is no wrong answer. We use AI actively in this role and want to understand your comfort level and approach.
n
Ongoing Responsibilities
n
Transaction Management
n
n
Perform regular reconciliations of all business transactions in Xero
n
Raise, update, and track invoices (including invoices for clients such as YVW)
n
Create, classify, and manage bills,



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




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

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