Executive Assistant/Bookkeeper (Beverage)

Overview

This dual-role position combines Executive Assistant and Bookkeeping responsibilities. The role supports day-to-day financial reconciliation and administrative governance, reporting to a Philippines-based Senior Accountant for bookkeeping duties and to the executive leadership team for administrative functions.

Responsibilities

Bookkeeping

• Reconcile bank, Shopify, and company card transactions in Xero daily
• Match customer receipts to invoices and follow up missing receipts with card holders
• Review and correct coding of supplier invoices processed through Lightyear (AP automation), including maintaining supplier coding defaults
• Check invoices are approved according to the approval policy
• 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
• Perform 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
• Conduct weekly review and recoding of transactions to ensure revenue, costs, intercompany balances, and balance sheet items are correctly classified
• Check and correct GST coding, escalating queries for review

Executive and administrative support

• Provide general executive and administrative support to the leadership team
• Support board administration, including:
  • Compiling monthly board packs from contributors
  • Preparing agendas, minutes, and action trackers
  • Maintaining the board and shareholder document library
• Provide secretarial support, including preparing documents for e-signature and following up to obtain signatures
• Prepare meeting agendas and supporting materials
• Format PowerPoint presentations to a professional standard
• Maintain organised digital filing for financial and administrative records
• Coordinate travel bookings and diary management for the leadership team, including capturing itineraries and tax invoices in Xero
• Maintain compliance, insurance, and contracts registers (renewal dates, certificates of currency) and send reminders ahead of due dates
• Provide ad hoc administrative and operational support

Requirements

• 2 years experience as Executive Assistant with Bookkeeping experience
• Hands-on Xero experience (essential)
• Experience with Australian GST and BAS-related transaction coding
• Strong Microsoft 365 skills, particularly Excel, PowerPoint, Word and Outlook
• Working hours aligned with Sydney business hours, Monday to Friday
• Demonstrated discretion with confidential board, shareholder, and financial information
• Willingness to use AI and automation tools to streamline repetitive tasks

Preferred Qualifications

• 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)

Compensation & Benefits

• Salary: AUD $1,800/month salary
• Holidays: To follow

Location

• Sydney business hours, Monday to Friday