Executive and Operations Assistant

This is a remote position.

The primary objective of the role is to maintain seamless day-to-day business operations by managing inbound communications, coordinating complex diary commitments, processing client billings accurately via Xero, and executing continuous workflow optimisations.

Contract Term

• Initial engagement: Approximately 2 hours per day
  

• Work arrangement: Remote 
  

• Schedule: Daily, aligned with operational priorities and agreed business requirements
  

• Contract type: Independent Contractor
  

Scope of Services

1. Email Management & Triage
   

• Oversee and triage daily inbound email communications.
  

• Respond to routine client queries promptly and professionally.
  

• Identify, prioritise, and escalate critical client matters to the financial planner.
  

• Maintain a structured, organised, and decluttered inbox environment.
  

1. Calendar & Diary Coordination
   

• Coordinate diary scheduling to secure and confirm client appointments.
  

• Manage appointment bookings to prevent scheduling conflicts.
  

• Maintain a well-structured calendar aligned with business priorities.
  

1. Invoicing & Billing Administration
   

• Generate and dispatch accurate client invoices utilising Xero.
  

• Monitor billing workflows to ensure billing records remain up to date.
  

• Maintain basic billing hygiene within the practice accounting system.
  

1. Client Liaison & Professional Representation
   

• Conduct professional virtual liaison with clients via email correspondence.
  

• Maintain high standards of customer care and professional communication suitable for a financial planning practice.
  

• Manage day-to-day email communications with discretion and confidentiality.
  

1. Process Optimisation & Operational Efficiency
   

• Take the initiative to identify bottlenecks across recurring administrative activities.
  

• Develop and recommend efficient work processes to streamline daily support operations.
  

• Implement practical administrative improvements to support productivity.
  

Deliverables

• Daily triage and resolution of routine inbox communications.
  

• Continuous management and updating of the financial planner’s schedule and appointment bookings.
  

• Accurate, timely production and transmission of client invoices in Xero.
  

• Professional, timely virtual correspondence with clients.
  

• Documented administrative process improvements implemented as identified.
  

Requirements

Required Skills & Experience

The contractor should demonstrate:

• Proven experience delivering executive assistant or virtual assistant support.
  

• Hands-on proficiency with Xero for invoicing and billing.
  

• Strong technological proficiency with digital workplace and administrative tools.
  

• Proven initiative and capability to develop efficient administrative workflows independently.
  

• Exceptional written English communication skills suitable for executive client correspondence.
  

• Ability to work autonomously and manage daily commitments within an independent contractor capacity.
  

• Availability to commit to approximately 2 hours per day.