Position Overview:

We are seeking a highly organised, discreet, and detail-oriented Executive Assistant/Bookkeeper to provide direct support to an inspiring, Melbourne based entrepreneur.

This is a part-time position (three days per week) with a flexible working arrangement.

The role will combine traditional executive support with essential bookkeeping and financial administration responsibilities. The ideal candidate will be proactive, financially literate, and capable of operating with the utmost confidentiality and professionalism in a fast-paced, dynamic environment.

Key Responsibilities:

Executive Support:

• Manage complex and frequently changing calendars, schedules, and travel itineraries
• Act as gatekeeper and point of contact between the Executive Chairman and internal/external stakeholders
• Carry out research support on behalf of the Executive Chairman upon request
• Coordinate and prepare materials for meetings, presentations, and events
• Draft, proofread, and manage correspondence, reports, and other documents on behalf of the Executive Chairman
• Manage confidential information with discretion and integrity
• Liaise with household staff, legal advisors, and other personal service providers
• Perform ad hoc personal and professional tasks as requested

Bookkeeping & Financial Administration:

• Process and track expenses, reimbursements, and invoices for business and personal accounts
• Assist in monthly and annual financial reconciliations
• Liaise with banks and lawyers for any financial related queries on behalf of the Family Group
• Maintain accurate records of business and personal financial transactions
• Support accounting professionals and tax preparers with documentation and financial data
• Monitor and manage payment schedules, subscriptions, and recurring obligations for the Executive Chairman
• Use accounting software (Xero) to enter transactions and generate reports

Qualifications:

• Minimum 10 + years of experience as an Executive Assistant, preferably supporting C-level executives
• Proven experience with bookkeeping or financial administration (formal training/certification a plus)
• Proficiency with Microsoft Office Suite, Google Workspace, and accounting platforms (Xero, Excel, etc.)
• Exceptional organizational and time-management skills with attention to detail
• Strong interpersonal skills and ability to handle sensitive matters with discretion
• Excellent written and verbal communication skills
• Ability to anticipate needs, think critically, and offer solutions

Preferred Attributes:

• Trustworthy and highly discreet, with a strong sense of confidentiality
• Ability to work independently and manage multiple priorities
• Familiarity with personal finance, investments, and asset management is a plus
• Comfortable in a high-expectation, fast-paced environment

If you are interested in this opportunity please apply via the link, or alternatively contact Sophie Roper on 0431 437 307 & sophie.roper@marsrecruitment.com.au