Executive Assistant/Bookkeeper (Beverage)

Position : Executive Assistant/ Bookkeeper
Salary : AUD $1,800/month salary
Working Hours & Conditions: Sydney business hours, Monday to Friday
Holidays : To follow
ROLE OVERVIEW:
The Executive Assistant / Bookkeeper (EA/BK) serves as a dual-impact operational backbone for the company, balancing day-to-day corporate financial reconciliation with high-level administrative governance. Reporting directly to the Philippines-based Senior Accountant for bookkeeping duties and to the executive leadership team for administrative functions, this role ensures seamless accounting workflow, pristine audit trails, and strict compliance with Australian regulatory standards. Ultimately, this position exists to free up leadership bandwidth while keeping the company's financial and governance operations organized, accurate, and predictable.
RESPONSIBILITIES:
Bookkeeping
Reconcile bank, Shopify and company card transactions in Xero daily, match customer receipts to invoices, and follow up missing receipts from card holders
Review and correct coding of supplier invoices processed through Lightyear (AP automation), and maintain supplier coding defaults
Check invoices are approved in line with our approval policy, and support the weekly supplier pay run, including verifying supplier bank details before approval
Reconcile supplier statements against Xero, and chase outstanding supplier invoices to minimise month-end accruals
Monitor the accounts payable and supplier inboxes and respond to payment enquiries within 24 hours using standard templates, escalating non-standard matters
First-pass checks of staff expense claims against policy before payment
Set up new suppliers and customers, including credit applications, onboarding forms, and ABN and bank detail verification
Weekly review and recoding of transactions so revenue, costs, intercompany balances and balance sheet items are correctly classified
Check and correct GST coding, escalating queries for review
Executive and administrative support
General executive and administrative support to the leadership team
Board administration: compiling monthly board packs from contributors, preparing agendas, minutes and action trackers, and maintaining the board and shareholder document library
Secretarial support, including preparing documents for e-signature (DocuSign) and following up signatures
Preparing meeting agendas and supporting materials
Formatting PowerPoint presentations to a professional standard
Maintaining organised digital filing for financial and administrative records
Travel bookings and diary coordination for the leadership team, including capturing itineraries and tax invoices in Xero
Maintaining the compliance, insurance and contracts registers (renewal dates, certificates of currency) and sending reminders ahead of due dates
Ad hoc administrative and operational support
Requirements
QUALIFICATIONS:
2 years experience as Executive Assistant with Bookkeeping experience
Hands-on Xero experience (essential)
Experience with Australian GST and BAS-related transaction coding
Experience with AP automation tools (Lightyear or similar) and Shopify reconciliations (highly desirable)
Bank and card reconciliations across multiple entities (desirable)
Experience supporting a board or company secretary: board packs, minutes, registers (desirable)
Demonstrated discretion with confidential board, shareholder and financial information
Willingness to use AI and automation tools to streamline repetitive tasks
Strong Microsoft 365 skills, particularly Excel, PowerPoint, Word and Outlook
Working hours aligned with Sydney business hours, Monday to Friday

Work arrangement
No