Virtual EA/Admin

Executive Assistant (Work From Home | Australian Accounting Firm)

Full-Time | Long-Term | Stable Role

Remote – Work from Home (Philippines)

Full-Time –7:00am – 4:00pm as hours Overlap with Australian Time (AEST)

Overview

We are a fast-growing Australian accounting and advisory firm seeking a reliable, detail-oriented Executive Assistant (EA) to join our team remotely. You’ll work closely with the principal accountant to ensure smooth operations across administration, client onboarding, marketing support, and general workflow management.

This role is ideal for someone with strong English communication skills, experience supporting professional services (accounting/finance is a bonus), and the confidence to take ownership of recurring tasks with minimal micromanagement.



Key Responsibilities

Admin & Documentation:

- Manage invoicing and reconciliation tasks via Xero

- Prepare and send engagement letters and accountants' letters using templates

- Handle document control, file naming, and correct storage within cloud systems

- Triage and action ATO correspondence and system notifications


Client Coordination & CRM:

- Complete new client entries in CRM (XPM) with high attention to accuracy

- Manage client onboarding workflows including reminders and welcome emails

- Chase up outstanding debtors professionally and persistently

- Maintain client status tracking sheets and update key notes


Systems & Workflow Management:

- Assist with WIP tracking, weekly job status reports, and follow-up coordination

- Maintain internal checklists, SOP documents, and client pipeline spreadsheets

- Monitor shared inboxes and flag/respond to routine requests


Marketing Support:

- Design and schedule infographics and social posts (using Canva or similar)

- Help Draft, format and publish blog content

- Assist with monthly newsletter builds (Mailchimp or similar)

- Meeting & Calendar Management

- Schedule internal and client meetings across time zones

- Send reminders, prepare agenda drafts, and summarise action points

- Manage internal calendars for recurring tasks and key compliance dates



What We’re Looking For:

- Excellent written and spoken English

- Prior experience in a remote EA/admin role (ideally for accounting or legal firms)

- Confidence using cloud-based tools ( Xero,& SharePoint)

- Comfortable working independently and proactively identifying next steps

- Stable internet connection and quiet working environment

- Available Monday to Friday with minimum 4-5 hours overlap with Sydney (AEST)


Nice to Have (but Not Essential):

- Experience with Australian tax/accounting firms

- Canva, Mailchimp, or simple graphic design skills

- Knowledge of ASIC/ATO portals or Australian compliance documentation



Perks :
- Long-term role with career growth potential

- Stable and supportive work environment

- Training provided for firm-specific systems

- Opportunity to build relationships with an Australian-based team