You'll act as a key point of support for Simon, our Director, helping manage priorities, communications and day-to-day administration. You'll make decisions about what needs his attention and what can be handled independently, giving him more time to focus on the work only he can do. Around 80% of your time will be spent supporting Simon, with the remaining 20% supporting Steph, our Senior Accountant.

What's in it for you

Flexible school-hours friendly role that works around family and life commitments.

Be the first person in the role and have genuine input into how it evolves and operates.

Work closely with the Director and Senior Accountant as a trusted right-hand person.

Enjoy variety across client communication, project coordination, meetings, systems improvement and business operations.

Build new skills across modern technology, AI tools and business systems, with training provided.

Join a growing, locally owned business with a supportive, down-to-earth team culture where people are trusted and respected.

Take on a role with real responsibility and autonomy, where your contribution will have a direct impact on the success of the business and its clients.

Key responsibilities

Take ownership of Simon's inbox, helping ensure the right things are dealt with by the right people at the right time, respond where appropriate, coordinate with the team, and prioritise what requires Simon's attention

Act as a key point of contact for clients and manage Simon's phone calls

Manage Simon's and Steph's calendars, coordinate meetings and ensure everyone is well prepared

Help pull together agendas, briefing notes, relevant financial information and outstanding action items for key client meetings

Prepare follow-up communications, track action items,



coordinate information requests and check in with clients when waiting on something

Work with Steph to coordinate the monthly board pack process, ensuring information is gathered and ready when needed

Maintain templates, improve systems and processes, and support Simon with occasional travel and personal administration

Work across Front, Xero Practice Manager, FYI, SharePoint, Teams and a range of other tools

About you

Experience as an Executive Assistant, Personal Assistant, Office Manager or in a similar role where you've supported a busy leader, managed competing priorities and helped keep things moving behind the scenes

Organised, proactive and naturally one step ahead

Write well and can adapt your style to suit your audience

Confident using technology and enjoy learning new systems

Discreet and trustworthy, able to handle sensitive information, client matters and confidential conversations appropriately

Positive judgement to know when something needs immediate attention, when it can wait, and when to pick up the phone rather than send another email

About us

We're a growing accounting, lending and advisory business based in Ballarat, with an office in Torquay. We work with family businesses, property investors and families, and we're passionate about helping our clients succeed. We enjoy working together, value flexibility and accountability, and are always looking for better ways to do things. It's a friendly and supportive environment where people are trusted, respected and encouraged to make the role their own.

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📌 Executive Assistant Position (Ballarat)
🏢 Finspective Financial Services Pty
📍 Ballarat