Finance Executive Assistant & Follow-Up Manager to the Directors

About the family office

Our client is a well-established, multi-generational family office based in Sydney. It oversees a group of successful Australian operating businesses alongside a portfolio of investment entities.

The family values honesty, integrity, long-term relationships and a collaborative, growth-focused workplace.

Role purpose

This role makes sure the Directors' decisions get done, so the Directors and Financial Controller can focus on strategy and growth.

The Executive Assistant & Follow-Up Manager tracks every action agreed at board and management level, chases owners and reports progress weekly. The role also provides executive support to the Directors and coordinates office, insurance and HR administration.

Financial reporting, reconciliations and journals stay with the Financial Controller, accounts team and external accountant. This role coordinates and follows up their work, using enough finance knowledge to know what is needed and when.

Key responsibilities – follow-up management

Action tracking system

- Develop, implement and own a system that records every company action, its owner and due date.
- Capture actions from board meetings, management meetings and Director requests.
- Keep the register current by consolidating updates from all departments.

Follow-up and accountability

- Chase action owners before and after due dates, escalating stalled items to the Directors.
- Organise and lead weekly follow-up meetings to review progress, address roadblocks and agree next steps.
- Issue a weekly action-status report to the Directors and management.
- Follow up the accounts team, department heads and external providers (accountant, insurers, IT) on deliverables and deadlines.

Board and meeting coordination

- Co-chair board meetings with the Director and Financial Controller, tracking every task assigned to directors through to completion.
- Schedule board and internal meetings, and set agendas with the Directors.
- Collect board pack contributions from the Financial Controller and department heads, then format and distribute the pack on time. Content is prepared by its owners.
- Take accurate minutes, capturing decisions and action items, and distribute promptly.

Key responsibilities – executive support

- Manage the Director's calendar, protecting time for strategy and priorities.
- Act as primary point of contact between the Board and internal and external stakeholders.
- Manage correspondence on behalf of the Directors.
- Organise travel itineraries, accommodation and logistics.
- Handle sensitive and confidential information with complete discretion.

Key responsibilities – accounting and finance administration This role handles accounts administration and follows up finance processes. Financial reporting, reconciliations and journals remain with the Financial Controller and external accountant.

- Process supplier invoices, staff expense claims and receipts in the accounting system, ready for review and payment.
- Raise client, consolidated and intercompany invoices as directed.




- Follow up the accounts team so supplier payments and debtor collections stay on track.
- Collate documents and information requested by the external accountant for BAS, FBT and year-end.
- Collect employee FBT declarations and expense documentation, and chase approvals.
- Track month-end and year-end close deadlines and remind owners.
- Maintain business IP and trademark records and renewal dates.
- Keep finance and entity records filed and easy to retrieve.

Key responsibilities – office, insurance, HR and administration

Insurance

- Maintain all insurance information so policies stay current and adequate (property, liability, workers' compensation, professional indemnity and others).
- Coordinate annual renewals, obtain quotes and recommend changes in cover as the business changes.
- Manage claims from lodgement to resolution and keep a claims register.

Office and IT

- Run office administration, including supplies, IT equipment and common areas.
- Maintain electronic and hard-copy files and document management systems.
- Liaise with the outsourced IT provider so systems are secure and staff work efficiently.
- Support staff and the CFO with software implementations and issues.

HR administration

- Coordinate recruitment, including job ads, shortlisting support and interview scheduling.
- Prepare employment contracts, offer letters and onboarding packs, and run inductions.
- Maintain personnel files, leave records and employment documentation.
- Collate timesheets, leave and current-starter details for payroll processing.
- Schedule performance reviews and track training and licence renewals.
- Maintain HR policies and the staff handbook, and coordinate exit processes.
- Support WHS compliance and a positive workplace culture.

Special projects

- Assist the Directors and CFO with special projects and process improvement.

Qualifications, experience and skills

Essential

- 3+ years as an Executive Assistant, Office Manager or Business Coordinator, supporting directors or senior executives.
- Proven experience running action tracking, follow-up or project coordination, and holding people to deadlines.
- Hands-on accounts administration experience, such as AP/AR, invoicing, expense processing and working with an external accountant.
- Working knowledge of BAS, GST and FBT terminology and deadlines.
- HR administration experience, including recruitment coordination, onboarding, employee records and leave.
- Board or committee support, including agendas, board packs and minute taking.
- Advanced Microsoft Office skills, especially Outlook, Word and Excel.
- Persistence, tact and the confidence to follow up senior people.
- Excellent organisation, time management, written communication and discretion.





Desirable

- Certificate IV or Diploma in Business Administration, Accounting or Bookkeeping.
- Experience in a family-owned or multi-entity group.
- Business insurance renewals and claims coordination.
- Familiarity with Accounting Softwares

Key performance indicators Targets below are suggested starting points for the Directors to confirm.

- Follow-up — Board and management actions closed by agreed due date — 90%+
- Follow-up — Weekly action-status report issued — Every week
- Follow-up — Overdue actions escalated to the Directors — Within 2 working days of due date
- Meetings — Minutes and action lists distributed — Within 2 working days
- Board packs — Contributions collected and pack distributed before each meeting — 100% on time
- Finance admin — External accountant information requests supplied — Before due dates, no penalties
- Insurance — Policies renewed with no lapse in cover — 100%
- Director time — Director satisfaction with calendar and support — Reviewed quarterly

Recruitment advertisement (Seek / LinkedIn) Executive Assistant & Follow-Up Manager to the Directors

Love making things happen? Be the person who turns the Directors' decisions into results.

Our client is a well-established, multi-generational family office overseeing a group of successful Australian operating businesses and investment entities.

We're looking for an experienced EA who thrives on organisation and follow-through. You'll track every action agreed at board and management level, keep owners on schedule and give the Directors a clear weekly view of progress.

What you'll do

- Build and run our client's action tracking system, and lead weekly follow-up meetings.
- Chase department heads, the accounts team and external providers on deadlines.
- Co-chair board meetings, coordinate board packs and take minutes.
- Manage the Director's calendar, correspondence and travel.
- Handle accounts administration: supplier invoices, expense claims, client and intercompany invoicing, and information for the external accountant.
- Run HR administration, from recruitment and onboarding to employee records and payroll inputs.
- Coordinate insurance renewals and claims, and office administration.

What you'll bring

- 3+ years as an EA, Office Manager or similar, supporting directors.
- A track record of follow-up and holding people to deadlines, with tact.
- Hands-on accounts administration experience in variuos software , and familiarity with BAS, GST and FBT.
- HR administration experience across recruitment, onboarding and employee records.
- Board support and minute-taking experience.
- Advanced Microsoft Office skills and complete discretion.

Why join us

- Work directly with the Directors in a visible, high-impact role.
- Variety across governance, operations and administration.
- A collaborative, supportive family-business culture.

How to apply Send your resume and a cover letter outlining your relevant experience to [email protected] with the subject line "Finance EA & Follow-Up Manager Application".

📌 Finance Executive Assistant & Follow-Up Manager to the Directors (Sydney)
🏢 Grange and Baker
📍 Sydney