Executive Assistant, Bookkeeper – Beverage

• Reconcile bank, Shopify and company card transactions in Xero daily, match customer receipts to invoices, and follow up missing receipts from card holders
• Review and correct coding of supplier invoices processed through Lightyear and maintain supplier coding defaults
• Check invoice approvals and support the weekly supplier pay run, including verifying supplier bank details
• Reconcile supplier statements against Xero and chase outstanding supplier invoices
• Monitor accounts payable and supplier inboxes and respond to payment enquiries within 24 hours, escalating non-standard matters
• Perform first-pass checks of staff expense claims against policy
• Set up new suppliers and customers, including credit applications, onboarding forms, and ABN and bank detail verification
• Review and recode transactions so revenue, costs, intercompany balances and balance sheet items are correctly classified
• Check and correct GST coding, escalating queries for review
• Provide general executive and administrative support to the leadership team
• Compile monthly board packs, prepare agendas, minutes and action trackers, and maintain the board and shareholder document library
• Prepare documents for e-signature using DocuSign and follow up signatures
• Prepare meeting agendas and supporting materials
• Format PowerPoint presentations to a professional standard
• Maintain organised digital filing for financial and administrative records
• Book travel and coordinate leadership diaries, including capturing itineraries and tax invoices in Xero
• Maintain compliance, insurance and contracts registers and send renewal reminders
• Provide ad hoc administrative and operational support

• 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
• Working hours aligned with Sydney business hours, Monday to Friday

• Sydney business hours, Monday to Friday
• Holidays: To follow