Executive Assistant

SW Accountants & Advisors; Sydney; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Extra annual leave

Parental leave

Volunteer leave

Refer-a-friend bonus

Employee assistance

Home office setup

Social events

Learning & development

Course leave

Professional membership

Weekly lunches

Job summary

SW Accountants & Advisors in Sydney seeks an experienced Personal Assistant to join our Business and Private Client Advisory division. You will support Partners and Managers, manage diaries and travel, organise events and liaise with clients, plus assist with secretarial tasks and document preparation.

Ideal candidates show 60+ wpm typing, MS Office proficiency, excellent written and verbal communication, and a proactive, organised approach under pressure.

Qualifications

• Prior experience in a professional services environment.
• Accurate typing skills at 60+ words per minute.
• Strong computer literacy including Microsoft Word, PowerPoint, Excel, Outlook.
• Confident in communicating and writing skills with strong attention to detail.
• Willingness to learn new skills.
• Being proactive and willing to address problems and make recommendations for solutions.
• Good organisational and time management skills.
• Ability to work under pressure and to meet deadlines.
• Professional presentation.
• Strong client focus and understanding of client needs.
• Excellent interpersonal skills and ability to deal effectively with a wide range of personalities.
• Ability to think quickly on their feet.

Responsibilities

• Act as a key contact for allocated Partners and Managers
• Manage Partners diaries, including room bookings and scheduling internal and external meetings
• Organise travel and accommodation for Partners and staff for all client, conference and business matters
• Organise Partners client lunches, divisional lunches and internal business events
• Draft and finalise invoices for clients
• Maintain, update and draft company secretarial documents, ASIC forms, minutes and resolutions
• Attend to ATO registrations and lodgements when required
• Collation of client Financial Statements, Income Tax Returns, Audit and other reports
• Liaise with clients and stakeholders, screen calls, make appointments, and redirect Partner calls
• Draft, format and finalise correspondence and reports
• Review and edit complex documents including spreadsheets and PowerPoint presentations
• Complete end of month and progressive billing in AX
• Setup new client files
• Manage Partner contacts (AX, Excel, Outlook)
• Copy typing for Partners, including minutes and meeting notes
• Distribute Partner mail and daily newspapers
• Complete attendance and agenda distribution and minute taking for meetings
• Maintain Partner and Manager’s client filing and archiving
• Manage stationary orders and office maintenance requests
• Coordinate new starter desk and stationery set up within the Division for all new employees
• Assist with updating the intranet with Division profiles and updating links
• Assist with administrative duties for the Division
• Ad hoc cover for other Divisional support staff and back up support to Reception as needed
• Update layout and format of proposals and presentation documents within brand guidelines

Skills

Typing 60+ wpm

Microsoft Word

PowerPoint

Excel

Outlook

Communication skills

Attention to detail

Organisational skills

Professional presentation

Client focus

Tools

AX

Job description

About SW Accountants & Advisors

SW Accountants & Advisors (SW) is Australia’s best kept accounting secret. We are a leading advisory and accounting firm with a 90-year history in Australia. Operating in Melbourne, Sydney, Brisbane, and Perth, we have over 45 Partners and 400 staff and nationally. SW provide a full range of audit, business advisory, corporate finance, tax, private clients, and wealth management solutions. We are proud to be ranked as the 22nd largest firm by revenue in the 2024 AFR Top 100 Accounting Firms and the 9th largest national practice in Australia.

About SW Accountants & Advisors

SW Accountants & Advisors (SW) is Australia’s best kept accounting secret. We are a leading advisory and accounting firm with a 90-year history in Australia. Operating in Melbourne, Sydney, Brisbane, and Perth, we have over 45 Partners and 400 staff and nationally. SW provide a full range of audit, business advisory, corporate finance, tax, private clients, and wealth management solutions. We are proud to be ranked as the 22nd largest firm by revenue in the 2024 AFR Top 100 Accounting Firms and the 9th largest national practice in Australia.

Own it, Love your work, Share the load, Embrace the ride, Open doors. Our values are at the very heart of our firm and guide the way we interact within our firm’s teams, with our clients, and the way we interact and engage with you.

About the role

We are seeking an experienced Personal Assistant to join our highly accomplished Business and Private Client Advisory division, which supports a range of small, medium and large private businesses and family groups, along with some not-for-profit and foreign owned businesses. We offer a wide range of services including accounting and tax compliance, business and tax advisory, structuring, superannuation, wealth management and transactional services.

Key Responsibilities

• Act as a key contact for allocated Partners and Managers
• Manage Partners diaries, including room bookings and scheduling internal and external meetings
• Organise travel and accommodation for Partners and staff for all client, conference and business matters
• Organise Partners client lunches, divisional lunches and internal business events
• Draft and finalise invoices for clients
• Manage Partner and Manager’s Work in Progress and action invoices that need drafting
• Maintain, update and draft company secretarial documents, ASIC forms, minutes and resolutions
• Attend to ATO registrations and lodgements when required
• Preparation of Client Engagement letters
• Collation of client Financial Statements, Income Tax Returns, Audit and other reports
• Liaise with clients and stakeholders, screen calls, make appointments, and redirect Partner calls
• Draft, format and finalise correspondence and reports
• Review and edit complex documents including spreadsheets and PowerPoint presentations
• Complete end of month and progressive billing in AX
• Settle monthly credit card statement expenses reconciliation
• Setup new client files
• Manage Partner contacts (AX, Excel, Outlook)
• Copy typing for Partners, including minutes and meeting notes
• Distribute Partner mail and daily newspapers
• Complete attendance and agenda distribution and minute taking for meetings
• Maintain Partner and Manager’s client filing and archiving
• Manage stationary orders and office maintenance requests
• Coordinate new starter desk and stationery set up within the Division for all new employees
• Assist with updating the intranet with Division profiles and updating links
• Assist with administrative duties for the Division
• Ad hoc cover for other Divisional support staff and back up support to Reception as needed

• Update layout and format of proposals and presentation documents within brand guidelines

Key Skills and Experience

• Prior experience in a professional services environment
• Accurate typing skills at 60+ words per minute
• Strong computer literacy including Microsoft Word, PowerPoint, Excel, Outlook
• Confident in communicating and writing skills with strong attention to detail
• Willingness to learn new skills
• Being proactive and willing to address problems and make recommendations for solutions
• Good organisational and time management skills
• Ability to work under pressure and to meet deadlines
• Professional presentation
• Strong client focus and understanding of client needs
• Excellent interpersonal skills and ability to deal effectively with a wide range of personalities
• Ability to think quickly on their feet

Best Kept Secrets of SW

• Progressive firm, with excellent career opportunities
• 2 additional AL days per year
• 18 weeks paid parental leave for primary carers and 3 weeks for non-primary
• Paid volunteer leave
• Refer to client and refer a friend bonus scheme
• Employee Assistance Program and Wellness perks
• Assistance with home office setup
• Regular social activities
• Tailored Learning and Development Program
• Paid Course/study leave
• 1 paid professional membership per year
• Weekly lunch provided