Bookkeeping, Admin, Marketing & Compliance

*Melbourne, VIC Australia based Overview: the client is helping businesses optimize their IT investments through strategic consulting and digital transformation. We are looking for a proactive and results-driven Virtual Assistant to support our sales and marketing efforts. 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 the following: Review Provided Materials Carefully review the Admin Playbook (Notion) to understand business operations and expectations. Review the company website (dxadvisory.com) to understand the business and its services. Watch Loom Recording Watch the provided Loom recording (speed-watching is acceptable) for further context on tasks and expectations. Review the accompanying notes and flag any questions. Submit a Short Introduction Video (1–2 minutes) Record a 1–2 minute video introducing yourself and answering the following five questions. This video is a key factor in assessing communication skills and role fit: Why are you interested in this position? What do you know about our company? What is your ideal work environment? What are your strengths? Where do you see yourself in five years? 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