Executive Assistant

Balco Australia; Adelaide; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

On-the-job training

Flexible working environment

Job summary

Australia Shunyi (part of Balco Group) seeks a highly organised Executive Assistant to provide comprehensive personal, family and administrative support to the Company Director and their family. The role focuses on managing personal affairs, coordinating schedules, travel, education-related matters and general admin.

Basic bookkeeping and financial administration for multiple entities will be trained provided; proficiency in Xero and MS Office is preferred.

Qualifications

• Fluent in English and Mandarin.
• Strong organisational and time-management abilities.
• Discretion, confidentiality and professional boundaries.
• Proactive approach with problem-solving skills.
• Willingness to learn bookkeeping and Xero.

Responsibilities

• Provide personal, family and administrative support to the Company Director and family.
• Manage calendars, appointments and schedules; coordinate children's activities and education arrangements.
• Organise domestic and international travel and events; liaise with service providers.
• Assist with basic bookkeeping and financial administration; use Xero for routine tasks.
• Maintain documents and records; manage filing systems; handle correspondence.

Skills

Bilingual English-Mandarin

Organisational skills

Time management

Discretion and confidentiality

Communication skills

MS Office

Tools

Xero

Microsoft Office

Job description

Australia Shunyi (part of Balco Group) is seeking a highly organised, reliable and proactive Executive Assistant to provide comprehensive personal, family and administrative support to the Company Director and their family.

This is a varied and rewarding role, primarily focused on managing personal and family affairs, coordinating schedules, assisting with children's education-related matters, organising travel and appointments, and providing general administrative support.

The position also involves basic bookkeeping and financial administration for a privately owned group of companies, trusts and investments. Previous accounting experience is not essential, as training and guidance can be provided.

The ideal candidate will be fluent in both English and Mandarin, demonstrate excellent communication and organisational skills, and possess a strong sense of responsibility, discretion and confidentiality.

Key Responsibilities

1. Personal & Family Assistance (Primary Focus)

Provide day-to-day personal and administrative support to the Company Director and family;

Manage personal and family calendars, appointments, meetings and schedules;

Coordinate children's school-related activities, extracurricular programs, appointments and education arrangements;

Communicate with schools, teachers, tutors and other service providers when required;

Organise domestic and international travel, including flights, accommodation, transport and itineraries;

Assist with organising family events, social engagements, hospitality and special occasions;

Coordinate household maintenance, repairs, deliveries and service providers;

Assist with personal errands, purchases, bookings and other daily arrangements;

Help organise and maintain personal, family and business documents and records;

Proactively identify upcoming commitments and ensure important matters are followed up in a timely manner;

Assist with other personal and family matters as required.

2. General Administrative & Coordination Support

Provide general administrative and organisational support to the Company Director;

Manage correspondence, emails, appointments and follow-up communications;

Liaise with external service providers, professional advisers and business contacts;

Assist with organising documents, maintaining records and managing filing systems;

Coordinate small projects and follow up on outstanding tasks;

Assist with basic business administration and operational matters;

Support the smooth and efficient management of both personal and business affairs.

3. Basic Bookkeeping & Financial Administration (Training Provided)

Assist with routine bookkeeping and financial recordkeeping for multiple entities;

Record and categorise day-to-day income and expenses;

Maintain invoices, receipts, payment records and supporting documents;

Assist with basic bank and credit card reconciliations;

Organise financial documents and records for external accountants and tax advisers;

Assist with payment scheduling, bill tracking and routine financial administration;

Maintain basic records relating to family investments, properties and other assets;

Use accounting software such as Xero for routine bookkeeping tasks;

Assist with other basic financial administrative duties as required.

Formal accounting qualifications are not required. Training and guidance in bookkeeping processes, Xero and internal financial procedures will be provided. More complex accounting, taxation and compliance matters will be handled in conjunction with external professional advisers.

Requirements

Fluent in both English and Mandarin, with excellent written and verbal communication skills;

Strong organisational, coordination and time management abilities;

Highly responsible, reliable, trustworthy and detail-oriented;

A proactive approach with the ability to anticipate needs and solve problems independently;

Excellent interpersonal and communication skills;

Ability to manage multiple priorities and adapt to changing schedules;

Comfortable handling a wide variety of personal, family and administrative tasks;

Proficient in Microsoft Office and commonly used computer applications;

Willingness to learn basic bookkeeping and accounting software such as Xero;

Strong understanding of confidentiality, discretion and professional boundaries;

A valid Australian driver's licence is required.

Preferred Qualifications

Previous experience as a Personal Assistant, Executive Assistant, Family Assistant, Office Administrator or in a similar role;

Experience supporting senior executives, business owners or private families;

Experience coordinating household affairs, travel arrangements or children's educational activities;

Basic bookkeeping, finance administration or Xero experience would be advantageous but is not essential;

Experience working in a bilingual English–Mandarin environment;

A relevant educational background would be advantageous but is not mandatory.

What We Offer

A long-term and stable career opportunity;

A friendly, respectful and supportive working environment;

Diverse and interesting responsibilities across personal, family and business affairs;

On-the-job training, including basic bookkeeping and Xero;

Opportunities to develop administrative, organisational and financial management skills;

Competitive remuneration based on experience and capabilities;

A flexible and collaborative working environment.