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

Experience & Knowledge

- 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.

Skills & Attributes

- 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.

Digital & Technology Skills

- Demonstrate solid 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.

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📌 Executive Assistant (Herston)
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