Finance Executive Assistant & Follow-Up Manager to the Directors

Grange And Baker; Sydney; On-site; AUD 100,000 - 130,000; Full time

Job summary

Grange And Baker is seeking a Finance Executive Assistant & Follow-Up Manager to support the Directors and CFO in Sydney. You will manage action tracking, board coordination, executive calendar, travel, and confidential administration across finance, HR, insurance, IT and office operations.

The role requires 3+ years in an EA/Office Manager position, strong MS Office skills, experience with accounting processes and board support. A multi-entity family-office background is advantageous.

Qualifications

• 3+ years as an Executive Assistant or equivalent supporting directors.
• Experience running action tracking, follow-up or project coordination and holding people to deadlines.
• Hands-on accounts administration experience (AP/AR, invoicing, expense processing).
• Working knowledge of BAS, GST and FBT terminology and deadlines.
• HR administration including recruitment coordination, onboarding and records.
• Board support with agendas, packs and minute taking.
• Advanced Microsoft Office skills, especially Outlook, Word and Excel.
• Experience in family-owned or multi-entity groups.
• Insurance renewals and claims coordination.
• Familiarity with Accounting Software.

Responsibilities

• Develop, implement and own an action tracking system recording every action, owner and due date.
• Chase action owners before and after due dates, escalate stalled items to the Directors.
• Co-chair board meetings and track tasks from directors to completion.
• Schedule meetings and prepare/ distribute board packs and minutes.
• Manage the Directors' calendars, travel and correspondence.
• Coordinate insurance, IT, HR administration and office logistics.
• Support CFO with special projects and process improvements.
• Oversee accounts administration, including invoicing and payment follow-ups.

Skills

Action tracking

Board coordination

Executive support

Office management

Finance administration

HR administration

Calendar management

Stakeholder liaison

Education

Diploma in Business Admin

Tools

Microsoft Office

Accounting software

Job description

Finance Executive Assistant & Follow-Up Manager to the Directors

Finance Executive Assistant & Follow-Up Manager to the Directors

About the family office

Our client is a well-established, multi-generational family office based in Sydney. It oversees a group of successful Australian operating businesses alongside a portfolio of investment entities.

The family values honesty, integrity, long-term relationships and a collaborative, growth-focused workplace.

This role makes sure the Directors' decisions get done, so the Directors and Financial Controller can focus on strategy and growth.

The Executive Assistant & Follow-Up Manager tracks every action agreed at board and management level, chases owners and reports progress weekly. The role also provides executive support to the Directors and coordinates office, insurance and HR administration.

Financial reporting, reconciliations and journals stay with the Financial Controller, accounts team and external accountant. This role coordinates and follows up their work, using enough finance knowledge to know what is needed and when.

Key responsibilities – follow-up management

Action tracking system

Develop, implement and own a system that records every company action, its owner and due date.

Capture actions from board meetings, management meetings and Director requests.

Keep the register current by consolidating updates from all departments.

Follow-up and accountability

Chase action owners before and after due dates, escalating stalled items to the Directors.

Organise and lead weekly follow-up meetings to review progress, address roadblocks and agree next steps.

Issue a weekly action-status report to the Directors and management.

Follow up the accounts team, department heads and external providers (accountant, insurers, IT) on deliverables and deadlines.

Board and meeting coordination

Co-chair board meetings with the Director and Financial Controller, tracking every task assigned to directors through to completion.

Schedule board and internal meetings, and set agendas with the Directors.

Collect board pack contributions from the Financial Controller and department heads, then format and distribute the pack on time. Content is prepared by its owners.

Take accurate minutes, capturing decisions and action items, and distribute promptly.

Key responsibilities – executive support

Manage the Director's calendar, protecting time for strategy and priorities.

Act as primary point of contact between the Board and internal and external stakeholders.

Manage correspondence on behalf of the Directors.

Organise travel itineraries, accommodation and logistics.

Handle sensitive and confidential information with complete discretion.

Key responsibilities – accounting and finance administration

This role handles accounts administration and follows up finance processes. Financial reporting, reconciliations and journals remain with the Financial Controller and external accountant.

Process supplier invoices, staff expense claims and receipts in the accounting system, ready for review and payment.

Raise client, consolidated and intercompany invoices as directed.

Follow up the accounts team so supplier payments and debtor collections stay on track.

Collate documents and information requested by the external accountant for BAS, FBT and year-end.

Collect employee FBT declarations and expense documentation, and chase approvals.

Track month-end and year-end close deadlines and remind owners.

Maintain business IP and trademark records and renewal dates.

Keep finance and entity records filed and easy to retrieve.

Key responsibilities – office, insurance, HR and administration

Insurance

Maintain all insurance information so policies stay current and adequate (property, liability, workers' compensation, professional indemnity and others).

Coordinate annual renewals, obtain quotes and recommend changes in cover as the business changes.

Manage claims from lodgement to resolution and keep a claims register.

Office and IT

Run office administration, including supplies, IT equipment and common areas.

Maintain electronic and hard-copy files and document management systems.

Liaise with the outsourced IT provider so systems are secure and staff work efficiently.

Support staff and the CFO with software implementations and issues.

HR administration

Coordinate recruitment, including job ads, shortlisting support and interview scheduling.

Prepare employment contracts, offer letters and onboarding packs, and run inductions.

Maintain personnel files, leave records and employment documentation.

Collate timesheets, leave and new-starter details for payroll processing.

Schedule performance reviews and track training and licence renewals.

Maintain HR policies and the staff handbook, and coordinate exit processes.

Support WHS compliance and a positive workplace culture.

Special projects

Assist the Directors and CFO with special projects and process improvement.

Qualifications, experience and skills

3+ years as an Executive Assistant, Office Manager or Business Coordinator, supporting directors or senior executives.

Proven experience running action tracking, follow-up or project coordination, and holding people to deadlines.

Hands-on accounts administration experience, such as AP/AR, invoicing, expense processing and working with an external accountant.

Working knowledge of BAS, GST and FBT terminology and deadlines.

HR administration experience, including recruitment coordination, onboarding, employee records and leave.

Board or committee support, including agendas, board packs and minute taking.

Advanced Microsoft Office skills, especially Outlook, Word and Excel.

Persistence, tact and the confidence to follow up senior people.

Excellent organisation, time management, written communication and discretion.

Certificate IV or Diploma in Business Administration, Accounting or Bookkeeping.

Experience in a family-owned or multi-entity group.

Business insurance renewals and claims coordination.

Familiarity with Accounting Softwares

Key performance indicators

Targets below are suggested starting points for the Directors to confirm.

Follow-up — Board and management actions closed by agreed due date — 90%+

Follow-up — Weekly action-status report issued — Every week

Follow-up — Overdue actions escalated to the Directors — Within 2 working days of due date

Meetings — Minutes and action lists distributed — Within 2 working days

Board packs — Contributions collected and pack distributed before each meeting — 100% on time

Insurance — Policies renewed with no lapse in cover — 100%

Director time — Director satisfaction with calendar and support — Reviewed quarterly