Admin / Executive Assistant

Organisation: Ohana Community Services (Queensland, Australia)
Location: Remote
Reports To: Chief Executive Officer (CEO)
Employment Type: Full-Time

Position Summary

The Administrative Officer / Executive Assistant to the CEO plays a critical role in supporting the operational efficiency and strategic direction of Ohana Community Services. This position provides high-level executive support to the CEO while also managing key administrative and financial processes across the organisation.

The role requires strong organisational skills, financial administration experience, and proficiency in Xero accounting software, particularly in payroll processing, bank reconciliations, and invoicing. The successful candidate will act as a trusted support to the CEO, ensuring day-to-day operations run smoothly while maintaining accurate financial and administrative records.

This role requires a high degree of professionalism, discretion, and the ability to manage competing priorities in a fast-paced and mission-driven environment.

Key Responsibilities
* Executive Support
- Provide high-level administrative support to the CEO, including calendar management, meeting coordination, and travel arrangements.
- Prepare reports, briefing documents, presentations, and correspondence on behalf of the CEO.
- Act as a central point of communication between the CEO and internal/external stakeholders.
- Manage confidential documents and sensitive information with the highest level of discretion.
- Assist the CEO with strategic projects, research, and operational initiatives.
- Track and follow up on action items from executive meetings.

* Financial Administration (Xero)
- Manage day-to-day financial administration using Xero.
- Process employee payroll through Xero, ensuring compliance with relevant employment obligations.
- Perform bank and credit card reconciliations regularly and resolve discrepancies.
- Generate and manage client invoices, ensuring accuracy and timely billing.
- Monitor incoming payments and follow up on outstanding invoices.
- Maintain accurate financial records and supporting documentation.
- Assist with preparation of financial reports for the CEO and leadership team.
- Liaise with external accountants and bookkeepers when required.
- Support end-of-month and end-of-year financial processes.

* Administrative Operations
- Maintain organised digital filing systems and company records.
- Support internal documentation processes including contracts, position descriptions, and compliance records.
- Assist with HR administration including onboarding documentation, employee records, and timesheet coordination.
- Coordinate internal meetings, including preparing agendas and taking minutes where required.
- Assist with the implementation and maintenance of administrative systems and workflows.
- Provide general administrative support across departments as needed.

* Compliance and Process Support
- Support the organisation in maintaining administrative and financial compliance.
- Assist in implementing and maintaining policies, procedures, and operational documentation.
- Ensure records and documentation meet organisational and regulatory standards.
- Support internal audits and documentation reviews when required.

Skills and Experience
*Essential
- Proven experience in an administrative or executive assistant role supporting senior leadership.
- Strong working experience with Xero accounting software.

*Demonstrated experience managing:
- Payroll processing
- Bank reconciliations
- Client invoicing

* Financial record keeping
- Excellent organisational and time management skills.
- Strong written and verbal communication skills.
- High level of attention to detail and accuracy.
- Ability to manage confidential information with professionalism and discretion.
- Strong proficiency with digital tools including Google Workspace or Microsoft Office.

Desirable
- Experience in the NDIS, healthcare, or community services sector.
- Understanding of Australian payroll and employment obligations.
- Experience supporting business operations or executive leadership teams.
- Experience with operational systems such as rostering, CRM, or workforce management platforms.

Personal Attributes
- Highly organised and proactive.
- Trustworthy with strong professional integrity.
- Comfortable working independently and taking initiative.
- Adaptable and able to manage competing priorities.
- Solutions-focused with a problem-solving mindset.
- Strong attention to detail.

What We Offer
- Philippine daytime houes
- The opportunity to work closely with executive leadership and contribute to organisational growth.
- A collaborative and purpose-driven work environment.
- Flexible working arrangements (where applicable).
- The ability to make a meaningful impact in the community services sector.