Virtual Assistant (Operations and Accounting)

Job Title: Virtual Assistant (Operations & Accounting)

Location: Remote

Employment Type: Part-time (approx. 20 hours/week), with potential to scale

Reports to: CEO

About the Role

We are currently hiring for one our client based in Australia, we’re looking for a highly organised, systems-driven Virtual Assistant (Operations & Accounting) to work directly with the CEO of the company and coordinate the operational engine of their accounting practice.

This role sits firmly within the accounting domain. You must understand Australian bookkeeping and management accounting fundamentals. However, this is not a standalone client accountant role.

Your focus will be:

• Operational execution
• Workflow coordination
• System management
• Capacity oversight

This is an independent contributor role for someone who thrives in structured environments, respects systems, and knows how to improve efficiency without disrupting operational stability.

Key Responsibilities

Operational Coordination (Accounting Practice)

• Coordinate daily workflow across bookkeeping, payroll, reconciliations and reporting
• Ensure all work is structured, assigned and tracked in ClickUp
• Monitor team capacity against client service agreements
• Proactively identify and resolve bottlenecks
• Maintain organised documentation within Google Workspace

Systems & Process Management

• Uphold and protect existing SOPs for Australian bookkeeping and management accounting
• Maintain and optimise ClickUp dashboards, workflows and templates
• Ensure full task visibility, traceability and accountability
• Support workflow automation where appropriate
• Champion consistent system usage across the team

Executive Support to CEO

• Assist the CEO with operational planning and prioritisation
• Prepare clear operational summaries and workload insights
• Support implementation of internal initiatives
• Track action items and ensure follow-through

Quality & Commercial Oversight

• Conduct preliminary quality checks on reconciliations, coding and workpapers
• Monitor scope adherence and flag out-of-scope work
• Assist with oversight of aged receivables and internal tracking
• Step in hands‑on when required to keep deadlines on track

Internal Administration

• Maintain clean and structured digital filing systems
• Oversee licences, subscriptions and system access
• Support onboarding of new staff into tools and workflows
• Ensure confidentiality and protection of client IP
• Experience in an accounting, bookkeeping or management accounting environment
• Background in operations, practice management, admin VA or executive support within an accounting firm
• Strong understanding of Australian bookkeeping fundamentals (GST, BAS, payroll, super, month‑end)
• Hands‑on experience with ClickUp (dashboards, workflows, templates)
• High proficiency in Google Workspace
• Experience with Xero, QuickBooks Online and/or MYOB
• Strong organisational and time management skills
• Systems‑oriented mindset with respect for existing frameworks
• Ability to operate independently without close supervision
• Openness to leveraging automation and AI tools where beneficial

Who This Role Suits

This role is ideal for someone within the accounting industry who enjoys operations, structure and execution more than purely technical accounting work, and wants to work closely with a CEO in a growing accounting practice.

If you enjoy building clarity, protecting systems, and ensuring operational discipline inside an accounting environment, this will feel like home.

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