Executive Assistant | Onsite

EXECUTIVE ASSISTANT 
Location:  Clark / Manila / Tarlac / Cebu (Onsite)
Shift: 7:00AM – 4:00PM

 

Unlock your potential! At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, and Philippines, supporting our global clients in the accounting industry.

About this role . . .
The Executive Assistant (EA) will provide high-level administrative and operational support to Partners, Directors, and senior leaders within an Australian accounting firm. This role ensures smooth day-to-day operations by managing schedules, client communications, document workflows, and coordination across multiple stakeholders. The EA will support accounting operations and maintain strong client service standards.

Key Responsibilities:

• Provide comprehensive executive support, including managing calendars, appointments, meetings, and confidential communications for Partners and senior leaders.

• Coordinate internal and external meetings by preparing agendas, documenting minutes, and tracking action items.

• Act as a primary liaison for clients and stakeholders, handling inquiries and maintaining strong professional relationships.

• Prepare, format, and review key documents such as financial statements, tax files, engagement letters, proposals, and reports.

• Maintain organised and compliant digital filing systems and ensure smooth document workflows using practice management tools (XPM, FYI, Karbon, MYOB AE, etc.).

• Oversee inbox management, prioritising communications and tasks on behalf of executives.

• Arrange travel bookings, prepare itineraries, process reimbursements, and manage expense reporting.

• Support operational tasks such as monthly reporting, deadline tracking, and cross-team coordination.

• Assist with onboarding activities including preparing documentation, scheduling induction sessions, and tracking new-hire requirements.

• Monitor and follow up on compliance deadlines (BAS, IAS, tax returns) and ensure timely submission of required documents.

• Collaborate with accountants, bookkeepers, and clients to gather information, resolve issues, and maintain workflow progress.

• Provide ad-hoc administrative and accounting support as needed to ensure smooth firm operations.

Qualifications / Skills:

• 3+ years of experience working in an Australian accounting firm.

• Demonstrated ability to provide senior-level executive support to Partners, Directors, or C-suite leaders, managing complex scheduling, communication, and cross-departmental priorities.

• Advanced organisational, prioritisation, and multitasking capabilities with strong strategic awareness.

• Excellent written and verbal communication skills with strong stakeholder management across all organisational levels.

• Proficiency in Microsoft 365, SharePoint, and workflow/project management tools.

• Proven ability to identify and lead process improvements while managing confidential, high-volume workflows.

• Strong judgement, professionalism, and adaptability in fast-paced environments.

• Demonstrated leadership qualities with the ability to mentor, influence, and support others.

• Additional Skills & Attributes

• Experience using Xero, Xero Practice Manager (XPM), MYOB AE, Karbon, FYI, or similar platforms (highly preferred).

• High attention to detail and accuracy.

• Strong problem-solving ability and initiative.

• Able to work independently with minimal supervision.