Executive Assistant/Bookkeeper (Beverage)

D2B

About The Position

The Executive Assistant/Bookkeeper is a dual-impact operational role that balances day-to-day corporate financial reconciliation with administrative support and governance. The position supports accurate accounting workflows, organized audit trails, and compliance with Australian regulatory standards, while helping free up leadership capacity. The role reports to the Philippines-based Senior Accountant for bookkeeping duties and to the executive leadership team for administrative functions. It is based around Sydney business hours, Monday to Friday. The listed salary is AUD $1,800 per month, and holidays are to follow the applicable arrangement.

Requirements

Two years of experience as an Executive Assistant with bookkeeping experience.
Hands-on Xero experience (essential).
Experience with Australian GST and BAS-related transaction coding.
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.
Availability to work hours aligned with Sydney business hours, Monday to Friday.

Nice To Haves

Experience with AP automation tools such as Lightyear or similar.
Experience with Shopify reconciliations.
Experience with bank and card reconciliations across multiple entities.
Experience supporting a board or company secretary, including board packs, minutes, and registers.

Responsibilities

Reconcile bank, Shopify, and company card transactions in Xero daily; match customer receipts to invoices and follow up with cardholders for missing receipts.
Review and correct coding of supplier invoices processed through Lightyear and maintain supplier coding defaults.
Check that invoices are approved in line with the approval policy and support the weekly supplier pay run, including verifying supplier bank details before approval.
Reconcile supplier statements against Xero and follow up outstanding supplier invoices to minimize month-end accruals.
Monitor accounts payable and supplier inboxes, respond to payment enquiries within 24 hours using standard templates, and escalate non-standard matters.
Conduct 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.
Review and recode transactions weekly so revenue, costs, intercompany balances, and balance-sheet items are correctly classified.
Check and correct GST coding and escalate queries for review.
Provide general executive and administrative support to the leadership team.
Compile monthly board packs from contributors; prepare agendas, minutes, and action trackers; and maintain the board and shareholder document library.
Provide secretarial support, including preparing documents for e-signature using DocuSign and following up on signatures.
Prepare meeting agendas and supporting materials.
Format PowerPoint presentations to a professional standard.
Maintain organized digital filing for financial and administrative records.
Coordinate leadership travel bookings and diaries, including capturing itineraries and tax invoices in Xero.
Maintain compliance, insurance, and contracts registers, including renewal dates and certificates of currency, and send reminders ahead of due dates.
Provide ad hoc administrative and operational support.