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 Benefits 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

#J-18808-Ljbffr

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