Finance Executive Assistant & Follow-Up Manager to the Directors

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 cooperative, growth-focused workplace.

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 emp

📌 Finance Executive Assistant (Australia)
🏢 Grange and Baker
📍 Australia