Responsibilities:
Financial Management and Bookkeeping:

Own the full bookkeeping cycle: chart of accounts setup, journal entries, monthly close, and reconciliation.
Maintain clean, accurate ledgers daily, ensuring every transaction is categorised and reconciled without backlog.
Prepare monthly profit and loss statements, balance sheet summaries, and cash flow reports for leadership review.
Manage accounts payable and receivable end‑to‑end: invoice generation, vendor payments, payment chasing, and aging reports.
Support audit‑readiness by maintaining complete, well‑organised financial records and flagging discrepancies in real time.
Co‑ordinate with external accountants or tax advisors, providing accurate underlying data and responding to information requests promptly.

Administrative Operations and Executive Support:

Manage executive inboxes and calendars with full autonomy, exercising sound judgement on prioritisation and follow‑up.
Draft and send professional correspondence on behalf of the leadership team.
Build and maintain internal filing systems, SOPs, and administrative documentation from scratch where none currently exist.
Co‑ordinate vendor relationships, procurement requests, and contract renewals, ensuring all deadlines and obligations are tracked and met.
Manage travel arrangements, expense reporting, and reimbursement workflows, reconciling all expenses against company policy.

Process Building and Operational Delivery:

Identify gaps in current administrative and financial workflows and proactively design and implement improvements.
Introduce lightweight tracking and reporting tools to give leadership real‑time visibility into operational and financial status.
Resolve day‑to‑day operational blockers independently, escalating only when genuinely necessary.
Support onboarding of new tools, systems, or team members from an operations and finance perspective.

Requirements:

5+ years of combined bookkeeping and virtual or executive assistant experience, ideally within a start‑up, SME, or remote‑first environment.
Solid working knowledge of double‑entry bookkeeping, reconciliation processes, and financial reporting fundamentals.
Direct experience with cloud accounting platforms such as QuickBooks, Xero, Wave, or equivalent.
Proven track record managing executive calendars, inboxes, and operational workflows across time zones.
Proficiency with Google Workspace or Microsoft 365, and project management tools such as Notion, Asana, or ClickUp.
Hands‑on operator comfortable building structure where none currently exists and moving quickly without close direction.
Experience working in remote‑first, resource‑constrained, or fast‑moving digital environments.
Execution‑first approach with a strong default toward action over deliberation.
Comfortable with uncertainty and self‑directed problem‑solving.
High ownership and accountability with a strong personal standard for accuracy and discretion.

Why This Role Matters:

This role is central to our client's next phase of growth.
You will build the financial and administrative systems the organisation will scale on.
Give leadership the operational clarity needed to make fast, and confident decisions
Create the structural foundation for a growing and distributed team.
Build‑and‑scale role, not a maintenance role.
If you are energised by building operational infrastructure from scratch, want genuine ownership at a pivotal stage, and hold yourself to a high standard without needing close oversight, we would like to hear from you.

Working Model: