Executive Assistant Position

Finspective Financial Services Pty; Ballarat; Sur place; AUD 70 000 - 90 000; Plein temps

Avantages offerts par ce poste

Flexible schedule

Autonomy

Training provided

Close working with Director

Résumé du poste

Finspective Financial Services Pty in Ballarat seeks an experienced Executive Assistant/Office Manager to support the Director and Senior Accountant. You will manage priorities, communications and day-to-day administration, acting as Simon's right hand and coordinating with the team.

In this flexible, autonomous role you will curate calendars, prepare agendas and follow-ups, handle client communications, and drive systems improvements using Front, Xero Practice Manager, FYI and SharePoint.

Qualifications

• Experience as an Executive Assistant, Personal Assistant, Office Manager or similar.
• Organised, proactive and one step ahead.
• Write well and can adapt style to audience.
• Confident using technology and learning new systems.
• Discreet and trustworthy with sensitive information.

Responsabilités

• Take ownership of Simon's inbox and triage priorities.
• Act as a point of contact for clients and manage calls.
• Manage calendars and coordinate meetings for Simon and Steph.
• Prepare agendas, briefing notes and action items for client meetings.
• Support monthly board pack process and documentation.
• Improve templates and systems; assist travel and personal admin.

Connaissances

Executive support

Calendar management

Discretion

Communication

Description du poste

You'll act as a key point of support for Simon, our Director, helping manage priorities, communications and day-to-day administration. You'll make decisions about what needs his attention and what can be handled independently, giving him more time to focus on the work only he can do. Around 80% of your time will be spent supporting Simon, with the remaining 20% supporting Steph, our Senior Accountant.

What's in it for you

Flexible school-hours friendly role that works around family and life commitments.

Be the first person in the role and have genuine input into how it evolves and operates.

Work closely with the Director and Senior Accountant as a trusted right-hand person.

Enjoy variety across client communication, project coordination, meetings, systems improvement and business operations.

Build new skills across modern technology, AI tools and business systems, with training provided.

Join a growing, locally owned business with a supportive, down-to-earth team culture where people are trusted and respected.

Take on a role with real responsibility and autonomy, where your contribution will have a direct impact on the success of the business and its clients.

Key responsibilities

Take ownership of Simon's inbox, helping ensure the right things are dealt with by the right people at the right time, respond where appropriate, coordinate with the team, and prioritise what requires Simon's attention

Act as a key point of contact for clients and manage Simon's phone calls

Manage Simon's and Steph's calendars, coordinate meetings and ensure everyone is well prepared

Help pull together agendas, briefing notes, relevant financial information and outstanding action items for key client meetings

Prepare follow-up communications, track action items, coordinate information requests and check in with clients when waiting on something

Work with Steph to coordinate the monthly board pack process, ensuring information is gathered and ready when needed

Maintain templates, improve systems and processes, and support Simon with occasional travel and personal administration

Work across Front, Xero Practice Manager, FYI, SharePoint, Teams and a range of other tools

About you

Experience as an Executive Assistant, Personal Assistant, Office Manager or in a similar role where you've supported a busy leader, managed competing priorities and helped keep things moving behind the scenes

Organised, proactive and naturally one step ahead

Write well and can adapt your style to suit your audience

Confident using technology and enjoy learning new systems

Discreet and trustworthy, able to handle sensitive information, client matters and confidential conversations appropriately

Good judgement to know when something needs immediate attention, when it can wait, and when to pick up the phone rather than send another email

About us

We're a growing accounting, lending and advisory business based in Ballarat, with an office in Torquay. We work with family businesses, property investors and families, and we're passionate about helping our clients succeed. We enjoy working together, value flexibility and accountability, and are always looking for better ways to do things. It's a friendly and supportive environment where people are trusted, respected and encouraged to make the role their own.

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