Virtual Assistant

Job Description This is a remote position.

• Provide high-level remote administrative support to onshore Partners/Directors, Managers and Accountants across the Business Advisory, Tax Advisory and Superannuation Advisory teams.
• Set up and manage client matter files and maintain accurate client records in CRM systems, including workflow actions, contacts, financials, document requests and questionnaires.
• Prepare client-related correspondence, including scanned ATO mail, reports, proposals and general communications, for onshore review and release.
• Prepare client fees and assist with the collation of financial statements, tax returns and activity statements.
• Prepare and coordinate the lodgement of tax returns and activity statements for review and authorisation by an onshore registered tax agent.
• Support the onshore team with ATO-related client matters, including monitoring client account and lodgement status and tracking due dates.
• Support the Client Onboarding and Entity & Corporate Secretarial specialist functions during peak periods or leave coverage, under direction.
• Handle general client queries via email, phone and approved digital channels, escalating to the onshore team where required.
• Develop and maintain standard templates and business unit communication collateral, including training PowerPoint presentations.
• Manage task handovers across time zones, providing timely status updates and clearly documenting work in progress at the end of each shift.
• Comply with the firm’s information security, privacy (Australian Privacy Principles) and offshore data-handling protocols.

Requirements Experience & Knowledge

• Previous experience in a similar offshore or outsourced administration role supporting an Australian accounting, tax or financial advisory firm is desired.
• Previous experience as an executive assistant or in a similar role supporting senior professionals, Partners or Directors is highly regarded.
• Working knowledge of Australian tax and compliance terminology and processes (ATO, ASIC, BAS/IAS and superannuation) is highly regarded.
• Experience with APS, CAS, CRM platforms, Docusign, ATOmate and Class is highly regarded; familiarity with the ASIC, ABR and ATO portals is an advantage.

Skills & Attributes

• Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams, SharePoint, Outlook).
• Excellent written and spoken English communication skills, with a high level of professionalism, confidentiality, discretion and attention to detail.
• Strong organisational, prioritisation and time-management skills, with the ability to manage competing demands from multiple Partners/Directors.
• Able to work independently with minimal supervision and willing to work Australian business hours (AEST/AEDT), including daylight saving changes.

Digital & Technology Skills

• Demonstrate strong digital literacy and proficiency across business applications, workflow systems, collaboration platforms and AI-enabled tools.
• Quickly learn, adapt to and effectively utilise new technologies and software platforms.
• Proactively identify opportunities to improve efficiency through technology, automation and process standardisation.
• Embrace emerging technologies and digital solutions to enhance accuracy, productivity and client service outcomes.

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