Executive Assistant (VA)

Job Description — Executive Assistant (VA)

Role Overview

This is the Executive Assistant role for me and my businesses. IT consulting firm – current website dxadvisory.com switching over to clariti.global soon.

You run the admin, finance, customer and marketing engine in the background so I can spend my time on clients and sales. This is not a passive, wait-for-instructions role: you take ownership of your areas, keep them moving, and bring solutions — not just questions.

The goal is simple: get Finance & Admin running cleanly, automate what can be automated, and own the socials — so I can focus on Sales.

How We Work

Outcomes over activity, and reliability above all. If you can’t keep a commitment, tell me well in advance. A timesheet full of hours is not the goal — finished outcomes are.

• Ownership: take control of your areas, make sensible decisions, and only escalate what genuinely needs me.
  
• Proactivity: spot what needs doing, offer suggestions, and act — rather than waiting to be told.
  
• Resourcefulness: check existing playbooks, AI and vendor docs/support before asking.
  
• Attention to detail: specificity and accuracy in the work and in time logging.
  
• Automation mindset: where a task repeats, systemise or automate it (and confirm the rules with me).
  
• Reachability: quick comms on WhatsApp; live during my 1–5pm AEST window. No blocking out full days as unavailable.
  
• Keep it filed: everything in its proper place across SharePoint and Google Drive — nothing lost, no backlog.
  

Areas You Own

• Admin — inbox and calendar.
  
• Finance & Compliance — Xero bookkeeping, cashflow, AR/invoicing, BAS/super/PAYG, FBT, EOFY (with our accounting firm).
  
• Customer / CRM — pipeline and contact hygiene (any CRM; GHL preferred).
  
• Marketing / Socials — LinkedIn content from my book.
  
• Document management — file signed documents and all records in their proper SharePoint / Google Drive locations.
  
• Rental-property admin, general tax support, and personal & family admin (appointments, travel, renewals).
  

Hours & Commitment

A committed weekly floor with a flex band on top; monthly and quarterly tasks are absorbed within the flex hours. I don’t want anyone overworking — if there’s little on, the flex hours can go to learning or be stood down.

• Finance — bank reconciliation: 1 hr/wk. Xero current; auto-reconciliation rules for recurring items.
  
• Customer / CRM: 1 hr/wk. Contacts in as opportunities, outreach status, LinkedIn links + history.
  
• Meetings (Teams): 1 hr/wk. One live touchpoint inside the 1–5pm AEST window.
  
• Inbox + calendar: 2–3 hrs/wk. Inbox to zero; important emails surfaced; action items to calendar.
  
• Committed floor: ~5–6 hrs/wk. Minimum weekly commitment.
  
• Flex: 3–4 hrs/wk. Monthly/quarterly peaks, socials, automation — or stand down / learning.
  
• Total: ~5–10 hrs/wk. Minimum ~5–6, flexing up to ~10 as the workload requires.
  

Support & Access

You won’t be running this unsupported. You’ll have access to our accounting firm for finance and compliance questions, the Admin Playbook, all systems and me. We organise on PARA (filing) and GTD (actions), so familiarity with those helps. When unsure: check existing resources and AI first, then ask.

Operating Rhythm

Weekly (committed)

• Finance: bank reconciliation in Xero; keep auto-reconciliation rules working for recurring transactions.
  
• CRM: bring book contacts in as opportunities/conversations, update outreach status, add LinkedIn links + message history (finish Notion → CRM migration).
  
• Admin: inbox to zero; surface important emails before archiving; push action items to the calendar with reminders; file anything signed or received into SharePoint / Google Drive.
  
• Meetings: one live Teams touchpoint in the 1–5pm AEST window; capture notes and action items.
  
• Surface to me: a short weekly summary — cash position, what’s due, decisions needed.
  
• Socials (flex): draft and schedule LinkedIn posts from my book content. Ops: submit timesheet + weekly work-update (feeds the Atlas FY26 invoice description).
  

Monthly (flex)

• Finance: payroll + super paid each payday (payday super from 1 Jul 2026); Xero projection adjustments; keep the cash position rolling 90 days ahead.
  
• AR: issue client invoices and follow up anything overdue; capture receipts / OPEX-card spend.
  
• Admin: plan the upcoming month. Content: maintain a rolling 2-month plan, 6-week draft buffer, and 4-week schedule.
  
• Month-end reconciliation; review OPEX / subscriptions; update playbooks; tidy filing.
  

Quarterly (flex)

• BAS: prepare 1–2 weeks early with the accounting firm, then lodge; PAYG instalment (if applicable).
  
• Confirm super has been paid with each payroll run for the quarter (payday super compliance check).
  
• Refresh projections to 6 months; budget vs actual; Profit First allocations check; vendor & subscription audit — cut waste.
  

Annual

• FBT return (year ends 31 Mar, lodge ~May), incl. the exempt-vehicle declaration; interim tax planning (Apr–May) with the accounting firm.
  
• EOFY: payroll / STP finalisation; super current by 30 Jun. Payroll tax / WorkCover reconciliation (if applicable).
  
• Annual financial statements + compliance documents signed and filed; income tax returns.
  
• ASIC annual review (if applicable); rental-property income/expense summary for tax; renewals (domains, insurances, subscriptions).
  

Governing rules: due-date items (FBT, payroll, BAS) handled 1–2 weeks ahead — never on the day; super paid each payday; cash position visible 90 days out at any time; recurring transactions automated via Xero rules (confirmed with me).

Skills, Experience & Tools

Experience

• 3+ years as an Executive Assistant / VA supporting a founder or executive.
  
• Hands-on bookkeeping in Xero (reconciliation, reporting, cashflow/projections).
  
• Experience supporting a small/founder-led or professional-services business is an advantage.
  

Core skills

• Bookkeeping, reconciliation and cashflow / projection management.
  
• Inbox and calendar management with sound prioritisation judgment.
  
• CRM / pipeline management and data hygiene.
  
• Clear written and spoken English; confident, concise communication.
  
• Content drafting and scheduling (LinkedIn).
  
• Document filing (SharePoint + Google Drive); process documentation; automation and decision-making.
  

Tools (our stack)

• Essential: Xero; Microsoft 365 (Outlook, Teams, SharePoint) + Google Drive; Notion; CRM (any — GHL preferred); LinkedIn; AI tools (ChatGPT / Claude); WhatsApp.
  
• Also used: Canva; Loom; e-signature (DocuSign or similar); liaison with our accounting firm (access provided).
  
• Nice-to-have: Profit First; AU compliance (BAS / FBT / super); automation (Zapier / Make); PARA & GTD.
  

Paid Trial (8 hours)

A paid 8-hour trial on real, low-risk, high-leverage work — with time built in to go through the systems and get familiar. Assessed on judgment, communication, initiative and AI use.

A record of work for each item is required for being paid during the trial.

1. Orientation & familiarisation (1.5 hr): work through the Admin Playbook, Accounting notes and dxadvisory.com; map where things live across SharePoint / Google Drive / Notion. Send back 3 observations or improvement ideas and any questions.
   
2. Inbox + calendar (2 hr): process the live inbox — triage, surface items needing a decision with a one-line recommendation each, draft (don’t send) replies, and add action items to the calendar with reminders.
   
3. Document filing clean-up (1.5 hr): file a backlog of signed documents and loose files into their correct SharePoint / Google Drive locations (PARA structure), and flag anything misfiled.
   
4. Finance (1.5 hr): in Xero, set up / confirm auto-reconciliation rules for recurring transactions, reconcile a recent period, and propose recurring entries for the 90-day cash view.
   
5. Content + AI (1 hr): draft two LinkedIn posts from a supplied book excerpt using AI, and propose a 4-week schedule. Note which AI tools you used and how.
   
6. Reflection Loom (0.5 hr): a 3–5 minute screen recording — what you did, what you’d do differently, what you’d automate first, and what you’d need from me to run these areas independently.
   

Video Application Questions

Please send a 1–2 minute video answering these:

1. Why are you interested in this position?
   
2. What do you know about our company?
   
3. What is your ideal work environment?
   
4. What are your strengths,
   
5. Where do you see yourself in five years?
   
6. AI question (required): Give a specific example of a task you’ve used AI for, and how it improved your output or efficiency. There’s no wrong answer — we want to understand your comfort level and approach.
   

Arrangement

• Part-time: minimum ~5–6 hours/week committed, flexing up to ~10 as the workload requires.