Virtual Assistant — Bookkeeping, Admin, Marketing &
Compliance
Role Overview
This is a part-time Virtual Assistant role supporting a
business owner across bookkeeping, financial administration, compliance,
marketing, and general operations. The VA works independently on a recurring
schedule, using a suite of cloud-based tools to keep the business running
smoothly — from reconciling transactions in Xero to scheduling LinkedIn content
and managing inboxes.
Paid Trial (10 Hours)
During the initial paid trial, the successful candidate will
be expected to complete a series of tasks.
AI Usage Question
As part of your introduction video (or as a written
response), please also answer:
How do you currently use AI tools in your work? Please give
a specific example of a task you have used AI for, and describe how it improved
your output or efficiency.
Note: There is no wrong answer. We use AI actively in this
role and want to understand your comfort level and approach.
Ongoing Responsibilities
Bookkeeping
& Payroll (Xero)
Transaction Management
Perform
regular reconciliations of all business transactions in Xero
Raise,
update, and track invoices (including invoices for clients such as YVW)
Create,
classify, and manage bills, including repeating bills and auto-renewals
Reclassify
marketing, contractor, and other miscategorised expenses
Maintain
Fixed Asset Register and update as required
Set
up and manage purchases in Xero
Payroll & Superannuation
Process
and post pay runs on schedule
Prepare
and maintain payslip folders and payslip activity spreadsheets
Reconcile
and process superannuation contributions (quarterly SGC)
Confirm
and pay superannuation payments via Xero
Cash Flow & Financial Reporting
Prepare
and maintain cash flow projections (monthly and annual)
Compile
income and expense summaries
Assist
with financial projections and income forecasting
Track
and tally rental income and property expenses
Compliance
& Tax
Prepare
and lodge BAS documentation, including workpapers and journal entry review
Coordinate
with external accountant via email on tax matters
Manage
Fringe Benefits Tax (FBT) requirements — review, preparation, exempt
vehicle declarations
Create
and maintain playbooks for FBT, SGC, and BAS processes
Monitor
and follow up on ASIC renewal, insurance, and Worksafe obligations
Set
up BAS payment plans and process ATO bill payments
Prepare
remuneration certifications and compliance documentation
Administrative
Support
Inbox & Communication Management
Daily
inbox sweep, email labelling, and folder creation across Outlook and other
platforms
Follow
up on outstanding emails, forward correspondence, and respond on behalf of
the client
Manage
reminders and create Slack notifications from email actions
Document & File Management
Upload
and organise documents across Google Drive, OneDrive, and SharePoint
Create
and maintain folder structures for projects, invoices, pay advice, and
insurance
File
BAS workpapers, payslips, superannuation documents, and ownership
statements
Update
and maintain passwords in 1Password
Task & Project Coordination
Maintain
task dashboard (Notion) with bills, due dates, reminders, and checklists
Create
and update playbooks for recurring admin processes
Prepare
meeting agendas, take notes, and distribute summaries
Pay
utility, electricity, and other recurring bills on schedule
Property
Management Support
Maintain
rental property transaction and expense tracking spreadsheet
Compile
monthly rental income and expense tallies
File
ownership statements and property-related documents
Handle
correspondence related to the property and liaise with relevant parties
Organise
and maintain property document folders
Marketing
& Social Media
Content Creation & Scheduling
Develop
monthly content plans and create written social media posts
Design
and edit marketing assets using Canva
Schedule
and publish posts to LinkedIn and Facebook
Manage
and update Notion-based content tracker and social media calendar
Fill
metadata for scheduled posts and maintain content library
Brand & Digital Presence
Conduct
competitor research and brand audits
Develop
user personas and marketing strategy documentation
Write
and refine bio, about page, and speaker profile copy
Create
and maintain accounts on Linktree, Canva, and Facebook
Review
and update website copy and create mockups in Canva
Business Development & Speaking Engagements
Research
and identify relevant speaking engagement opportunities and conferences
Create
Notion pages to track events and maintain a pipeline of opportunities
Prepare
cold outreach kits and speaker profiles
Support
lead generation activities
Sales
Support
Prepare
PowerPoint presentations and supporting documents for client proposals
Assist
with pitch deck creation and document formatting
Tools & Platforms
Accounting:
Xero
File
Storage: Google Drive, OneDrive, SharePoint
Project
Management & Notes: Notion
Email:
Outlook
Password
Management: 1Password
Design:
Canva
Social
Media: LinkedIn, Facebook
Communication:
Slack
Other:
1Password, Linktree, Meta Business Suite