Executive Assistant & Bookkeeper: Xero Pro & Board Support

D2B; United States; Remote; USD 12,000 - 16,000; Full time

Job summary

D2B is seeking an Executive Assistant with bookkeeping responsibilities to support senior leadership and manage financial reconciliations in Australia. The role reports to the Philippines-based Senior Accountant for bookkeeping duties and to the executive leadership team for administrative functions.

The position emphasizes maintaining audit trails, compliance with Australian regulations, and using AI/automation to streamline tasks. Prior experience with Xero and ERP tools is essential.

Qualifications

• 2 years experience as Executive Assistant with Bookkeeping experience.
• Hands-on Xero experience (essential).
• Experience with Australian GST and BAS-related transaction coding.
• Experience with AP automation tools (Lightyear or similar) and Shopify reconciliations (highly desirable).
• Bank and card reconciliations across multiple entities (desirable).
• Experience supporting a board or company secretary: board packs, minutes, registers (desirable).
• Demonstrated discretion with confidential board, shareholder and financial information.
• Willingness to use AI and automation tools to streamline repetitive tasks.
• Strong Microsoft 365 skills, particularly Excel, PowerPoint, Word and Outlook.

Responsibilities

• Bookkeeping
• Reconcile bank, Shopify and company card transactions in Xero daily, match receipts to invoices, and follow up missing receipts.
• Review and correct coding of supplier invoices processed through Lightyear, and maintain supplier coding defaults.
• Check invoices are approved per policy, and support weekly supplier pay run, including verifying supplier bank details.
• Reconcile supplier statements against Xero and chase outstanding invoices to minimise accruals.
• Monitor accounts payable and supplier inboxes and respond to payment inquiries within 24 hours using templates.
• First-pass checks of staff expense claims against policy before payment.
• Set up new suppliers and customers, including credit apps, onboarding forms, ABN and bank verification.
• Weekly review and recoding of transactions for proper classification of revenue, costs, intercompany balances and balance sheet items.
• Check and correct GST coding, escalate queries for review.

Skills

Executive support

Discretion

Diary management

Vendor coordination

Tools

Xero

Lightyear

Shopify

Microsoft 365

Excel

PowerPoint

DocuSign

Job description

D2B is seeking an Executive Assistant with bookkeeping responsibilities to support senior leadership and manage financial reconciliations in Australia. The role reports to the Philippines-based Senior Accountant for bookkeeping duties and to the executive leadership team for administrative functions.

The position emphasizes maintaining audit trails, compliance with Australian regulations, and using AI/automation to streamline tasks. Prior experience with Xero and ERP tools is essential.