Virtual Assistant-Operations & Admin

Location: Remote
Engagement Type: Part-time, approximately 20 hours/week, with potential to scale
Work Hours: 10:00 AM–2:00 PM New South Wales Time
Reports to: CEO
Years of Experience: 4+ Years
About the Role
We are looking for a highly organised, reliable, and adaptable Virtual Assistant to work closely with the CEO of an Australian Financial Consulting Business.
This is primarily an administrative and operational support role, covering day-to-day coordination, task management in ClickUp, data entry, follow-ups, and general support. Some bookkeeping exposure is useful but this is not a bookkeeping role.
The business uses AI agents as part of its daily operations, and you'll be expected to work alongside them as directed - this means purpose-built business tools, not ChatGPT or Gemini.
The ideal person will be comfortable learning the CEO's way of working, following established processes, and gradually becoming more independent as they understand the business.
Key Responsibilities
Own and manage the CEO's task pipeline in ClickUp - tracking deadlines, updating statuses, following up on outstanding items, and flagging anything at risk of falling behind.
Handle day-to-day administrative coordination - scheduling, reminders, follow-ups, and general support to keep the CEO's workload moving.
Maintain organised records, documents, and spreadsheets across Google Workspace and other business systems.
Perform data entry and data validation in Xero - entering information accurately, spotting errors or missing data, and flagging issues before they become problems.
Communicate with and support workflows involving the business's AI agents, following direction on how and when to engage with them.
Assist with client-related admin - gathering information, preparing documents, and coordinating follow-ups as directed.
Learn and follow the business's specific processes rather than applying assumptions from previous roles.
What we are looking for
Proven experience in virtual assistance, executive assistance, administration, or operations support.
Hands-on experience with ClickUp. Not just familiarity, but actual daily use managing tasks, deadlines, and follow-ups.
Strong data entry and data validation skills with high accuracy.
Experience working with Xero is an advantage but not essential - willingness to learn is.
Comfortable working with AI agents and AI-driven workflows in a business setting. This means purpose-built business tools, not general chatbots.
Strong organisational skills and the ability to manage multiple priorities without things falling through.
Excellent written and verbal communication in English.
Self-directed and reliable - able to work independently, use good judgement, and ask the right questions when something isn't clear.
Comfortable learning a specific way of working and adapting to the CEO's systems and processes, rather than defaulting on older knowledge base or previous experiences.
General exposure to bookkeeping or accounting administration is useful but not required.
Who This Role Suits
You're someone who gets satisfaction from keeping things running smoothly. You're organised without being rigid, detail-oriented without losing sight of what actually matters, and comfortable with technology - particularly AI tools that are changing how small businesses operate. You'd rather learn how someone works and support them properly than assume you already know.

Work arrangement
No