Executive Assistant - Australian Accounting Firm

hammerjack; Philippines; Hybrid; PHP 480,000 - 720,000; Full time

Benefits offered by this job

Hybrid work options

Barista coffee on demand

Complimentary on-site meals weekly

Health coverage with dependents

Ongoing training and career growth

Awarded Fortune Best Workplace

Job summary

hammerjack is seeking a highly organized Executive Assistant to support partners and accountants across client administration, practice coordination, and compliance workflows. You will help keep databases accurate, manage lodgements, and maintain professional client communications.

The role involves billing support, executive calendar management, and contributing to efficient practice operations for Australian clients, with hybrid remote work options in the Philippines.

Qualifications

• Bachelor’s degree in Accounting, Business Administration, or related field.
• 3–5 years of administrative support experience in accounting or professional services.
• Strong understanding of Australian accounting and compliance processes (ATO/ASIC).
• Proficiency with Xero Practice Manager, MS Office, NowInfinity, and FYI Docs.
• Excellent written and verbal communication with a professional, client-facing approach.
• Strong organisational and time management skills with ability to manage competing priorities.
• Discretion and confidentiality when handling financial and client information.
• Collaborative, proactive, and comfortable working independently when needed.

Responsibilities

• Keep Client Records Accurate: maintain client databases, contact details, onboarding documents, and entity records across Xero and practice systems.
• Coordinate Lodgements: log and prepare tax return jobs, track workflows, and support submissions for Tax, BAS, ASIC, and annual reviews.
• Be the Professional First Point of Contact: manage emails, calls, mail, and client enquiries with clarity and professionalism.
• Support ATO and ASIC Matters: use the ATO Portal, assist with compliance queries, payment arrangements, and statutory updates.
• Keep Billing Moving: prepare and process billing, invoices, receipts, debtor records, and WIP updates.
• Back the Partners: provide executive support including calendar management, meetings, proposals, and reports.
• Strengthen Practice Operations: maintain filing systems, protect confidentiality, support compliance and process improvements.

Skills

Administrative support

Client communication

Time management

Discretion

Independent worker

Education

Bachelor’s degree in Accounting

Business Administration

Tools

Xero Practice Manager

Microsoft Office Suite

NowInfinity

FYI Docs

Job description

Keep the practice moving, the details covered, and the client experience seamless. We’re looking for a highly organised Executive Assistant who can bring structure, accuracy, and calm support to a busy accounting environment. If you’re confident managing client administration, compliance tasks, and executive priorities, this role gives you the chance to make a real impact every day.

Work Setup:

Remote

Role Overview

As the Executive Assistant, you’ll support partners and accountants across client administration, practice coordination, compliance workflows, and day-to-day executive support. You’ll help keep databases accurate, lodgements on track, client communication professional, and financial administration organised across ATO, ASIC, billing, and practice systems.

Key Responsibilities

• Keep Client Records Accurate: Maintain and update client databases, contact details, onboarding documents, and entity records across Xero and other practice systems.
• Coordinate Lodgements: Log and prepare tax return jobs, track workflows, and support Tax, BAS, ASIC, and annual review submissions throughout the financial year.
• Be the Professional First Point of Contact: Manage incoming and outgoing correspondence, including emails, calls, mail, and client enquiries, with clarity and professionalism.
• Support ATO and ASIC Matters: Use the ATO Portal, assist with compliance queries, payment arrangements, interest remission requests, ASIC forms, company changes, and statutory record updates.
• Keep Billing Moving: Prepare and process billing, invoices, receipts, debtor records, payment reconciliations, WIP updates, and financial reports in line with partner instructions.
• Back the Partners: Provide high-level executive support, including calendar management, meeting coordination, correspondence, proposals, presentations, reports, and documentation.
• Strengthen Practice Operations: Maintain filing systems, protect client confidentiality, support compliance and quality processes, and contribute ideas that improve administrative efficiency.

Skills & Experience

• Bachelor’s degree in Accounting, Business Administration, or a related field preferred.
• 3–5 years of administrative support experience within an accounting firm or professional services environment.
• Strong understanding of Australian accounting and compliance processes, including ATO and ASIC procedures.
• Confident using Xero Practice Manager, Microsoft Office Suite, and practice workflow or document management tools such as NowInfinity or FYI Docs.
• Excellent written and verbal communication skills with a professional, client-facing approach.
• Strong organisational and time management skills, with the ability to manage competing priorities accurately.
• Close attention to detail, discretion, and confidentiality when handling financial and client information.
• Collaborative, proactive, and comfortable working independently when needed.

What’s in It for You

• Flexibility that Fits: Hybrid options across Makati and Pampanga, on day shifts aligned with our Australian clients.
• Workspaces that Work: Modern offices built for focus, collaboration, and real productivity.
• Coffee and Good Company: Barista coffee on demand and a café bar to unwind after work.
• Meals on Us: Complimentary meals once a week on your on-site day.
• Covered from Day One: Health coverage with free dependent coverage, so you're looked after from the start.
• Compensation You Can See: Transparent salary packages with direct client involvement.
• Room to Grow: Ongoing training and real opportunities to step into bigger roles.
• An Award-Winning Home: Join a team ranked 8th Best Workplace in the Philippines and recognised among Fortune Best Workplaces in Southeast Asia.
• People Who Have Your Back: Work alongside reliable, easy-going people who care about doing great work.
• A Global Stage: Work directly with international clients and see how teams scale worldwide.

About Us

At hammerjack, we connect skilled professionals in the Philippines with growing businesses across Australia and beyond—building teams that work as true extensions of our clients. We're proud to be named among the Fortune 100 Best Workplaces in Southeast Asia and ranked the 8th Best Workplace in the Philippines.

Our Impact

Our people aren't outsourced—they're embedded. With aligned tools, shared goals, and real accountability, they deliver at the same standard and pace as onshore teams while building long-term careers they're proud of, across accounting, tech, admin, and marketing.