Executive Assistant AU Bookkeeper

Pandr Outsourcing; Legazpi; On-site; PHP 335,000 - 558,000; Full time

Benefits offered by this job

Great Place to Work Certified

21 leave credits plus holidays

HMO coverage with dependent benefits

Job summary

Pandr Outsourcing in the Philippines seeks an organized, tech-savvy Executive Assistant with bookkeeping to partner with the business owner. This dual-function role covers executive administration, bookkeeping, client management, and workflow automation.

You will own tasks end-to-end, work with AI tools, manage quotes, invoicing, payroll support, and CRM records, while helping drive improvements and maintain a reliable, long-term partnership.

Qualifications

• Hands-on experience with Xero is mandatory.
• Strong written and spoken English.
• High confidence in making outbound client calls.
• Proficiency with technology and business software.
• Experience supporting an Australian business is advantageous.

Responsibilities

• Draft, filter, and respond to emails in the executive inbox.
• Coordinate calendars, appointments, and meetings.
• Maintain accurate CRM records and logs.
• Manage incoming leads and timely follow-ups.
• Track recurring service deadlines and arrange follow-ups.
• Provide day-to-day support to the business owner.

Skills

English communication

Independent work

Outbound client calls

Tech savvy

Proactive mindset

Tools

Xero

CRM software

Job description

Job Description:

Role Overview

We are looking for a highly organized, tech-savvy, and proactive Executive Assistant with Bookkeeping capabilities to serve as a key back-office partner to a business owner. This is a dynamic, long-term dual-function role requiring someone who can manage executive administration, bookkeeping, client communications, and workflow automation.

The ideal candidate is a self-starter who does not need to be micromanaged—someone who takes full ownership of tasks, identifies areas for improvement, and naturally develops into the business owner's reliable "right-hand person."

Key Responsibilities

Executive Assistant & Client Management

• Manage the executive inbox by drafting, filtering, and responding to emails as required.
• Coordinate calendars, appointments, meetings, and schedules.
• Maintain accurate CRM records, client information, and interaction logs.
• Manage incoming leads and ensure timely follow-ups are completed.
• Proactively track clients due for recurring services and arrange follow-ups before their service due dates.
• Coordinate tasks, deadlines, travel itineraries, document preparation, and other administrative requirements.
• Provide proactive day-to-day support to the business owner and help keep priorities on track.

Job Administration & Bookkeeping

• Prepare and dispatch quotes once pricing has been approved.
• Conduct quote follow-ups, confirm jobs, and assist with work scheduling.
• Perform day-to-day bookkeeping using Xero , including bank reconciliation and processing invoices, bills, and payments.
• Monitor accounts receivable and payable.
• Conduct outbound calls and follow-ups regarding overdue accounts and outstanding payments.
• Assist with debt collection activities and maintain accurate records.
• Assist with payroll processing and prepare basic financial reports and summaries for the business owner.

Systems, AI & Continuous Improvement

• Actively use AI tools such as ChatGPT to improve administrative workflows, productivity, and back-office efficiency.
• Identify repetitive or inefficient processes and recommend practical improvements.
• Document operational procedures and develop clear, simple SOPs as familiarity with the business grows.
• Proactively identify gaps, follow up on outstanding tasks, and take ownership of administrative workflows.
• Support the ongoing improvement and organization of business systems and processes.

Social Media – Secondary Responsibility

• Assist with organizing, scheduling, and publishing social media content across relevant platforms.
• Use AI tools to assist with content drafting and basic content coordination.

Requirements REQUIRED SKILLS & QUALIFICATIONS

• Hands-on experience with Xero is mandatory.
• Strong written and spoken English communication skills.
• High confidence and professionalism when making outbound client calls.
• Strong proficiency with technology and business software.
• Comfortable and enthusiastic about using AI tools such as ChatGPT to improve productivity.
• Previous experience as an Executive Assistant, Bookkeeper, Admin Officer, or similar support role .
• Experience supporting an Australian business is highly advantageous.
• Strong organizational, time-management, and attention-to-detail skills.
• Ability to work independently with minimal supervision.
• Strong follow-through and the ability to manage multiple priorities.

PREFERRED EXPERIENCE & PERSONALITY FIT

• Familiarity with Australian accounting practices and GST.
• Experience with CRM systems and maintaining client records.
• Experience preparing and following up on quotes.
• Familiarity with recurring service-based businesses and scheduling workflows.
• Proactive and solutions-oriented approach to work.
• Able to move beyond simply completing assigned tasks and actively manage back-office priorities.
• Calm, professional, reliable, adaptable, and detail-oriented.
• Willingness to build a long-term working relationship and grow into a trusted business support role.

Benefits

Why Join Us?

• Healthy, supportive, and conducive work environment (Great Place to Work Certified for three consecutive years!)
• Work with an innovative company delivering cutting-edge solutions across multiple industries
• Lead a team in a fast-paced, high-growth environment
• Competitive salary with opportunities for career advancement
• Collaborative, forward-thinking work culture
• 21 leave credits plus all client-based holidays
• HMO coverage with dependent benefits
• Exposure to world-class leadership from both local and international supervisors