Executive Assistant

Role Overview

• Financial Administration & Accuracy: Outcome: The business leaders never worry about invoicing, reconciliation, or payments
• Complete Xero reconciliations daily from November 1st to May 31st and weekly from June 1st to October 31st
• Create daily invoices in ServiceM8 during busy season using uploaded job sheet photos
• Email Accounts daily to confirm invoice approval for Walco Seed
• Update Xero purchase orders once per week
• Collate supplier invoices and prepare them for export to Xero
• Follow up on overdue payments with clients professionally and persistently
• Process banking and account reviews using banking apps and Xero
• Operations & Scheduling Excellence: Outcome: Every job is tracked, every machine is monitored, operations run smoothly
• Create and maintain a shared Business Calendar for all management staff
• Schedule jobs and maintain up-to-date calendars in ServiceM8
• Track client details and service history meticulously
• Prepare weekly job completion summaries for each machine showing: Tonnes processed, Hours operated, Chemical (pickle) usage based on job sheets
• Manage chemical stock control: Record each refill from headquarters with photo of batch number
• Diesel ordering: Place orders when team reports levels below 2,000 litres (after management approval)
• Update spreadsheets and internal registers
• One-time project: Create comprehensive file of all seed dressing labels and info sheets for easy client access
• Digital Organization & Systems: Outcome: Everything is findable, organized, and professional
• Keep Google Drive folders clean, logical, and correctly named
• Create, update, and organize Standard Operating Procedures (SOPs) and training videos
• Organize and manage Google email and calendar for the two business leaders
• Prepare forms and internal documents for the team
• Maintain LastPass for secure access management
• Build systems that scale as we add new businesses
• Marketing & Brand Presence: Outcome: Consistent, engaging social media presence with minimal management involvement
• Develop and execute social media posting schedule for Facebook, Instagram, LinkedIn, and X (Twitter)
• Create engaging posts using basic design tools (Canva or similar)
• Assist with email campaigns via Mailchimp and HubSpot
• Maintain consistent brand messaging across all platforms
• HR & Communication: Outcome: Team feels valued, communication is seamless
• Manage basic HR tracking and staff anniversary reminders
• Respond promptly to enquiries via email, WhatsApp, and other channels
• Be the communication hub that keeps everyone connected

Requirements

• ServiceM8 experience
• This is essential (or very similar job management software)
• Basic Xero experience
• You should be comfortable with bookkeeping software
• Strong marketing skills
• Social media content creation and scheduling
• Exceptional organizational abilities
• You naturally create order from chaos
• Self-starter mentality
• You don't need hand-holding or constant direction
• Detail-oriented perfectionist
• Errors are rare because you catch them first
• Clear English communication
• Written and verbal fluency is essential
• Proactive with AI tools
• Comfortable using Claude, ChatGPT, and other AI tools to improve efficiency, draft content, solve problems, and streamline workflows
• Previous Executive Assistant or operations support experience
• Rural, agricultural, or engineering business exposure
• Google Drive organization and file management expertise
• Social media marketing with Canva or design tools
• eCommerce experience (bonus for upcoming launch)
• Experience working with Australian clients/businesses