Executive and Operations Assistant

You will be engaged to provide high-calibre executive and operational administrative support to an established financial planner. Availability: approximately 2 hours per day. The primary objective of the role is to maintain seamless day-to-day business operations by managing inbound communications, coordinating complex diary commitments, processing client billings accurately via Xero, and executing continuous workflow optimisations.

Contract Term Initial engagement: Approximately 2 hours per day Work arrangement: Remote Schedule: Daily, aligned with operational priorities and agreed business requirements Contract type: Independent Contractor Scope of Services Email Management & Triage Oversee and triage daily inbound email communications. Respond to routine client queries promptly and professionally.

Identify, prioritise, and escalate critical client matters to the financial planner. Maintain a structured, organised, and decluttered inbox environment. Calendar & Diary Coordination Coordinate diary scheduling to secure and confirm client appointments. Manage appointment bookings to prevent scheduling conflicts. Maintain a well-structured calendar aligned with business priorities.

Invoicing & Billing Administration Generate and dispatch accurate client invoices utilising Xero. Monitor billing workflows to ensure billing records remain up to date. Maintain basic billing hygiene within the practice accounting system. Client Liaison & Professional Representation Conduct professional virtual liaison with clients via email correspondence.

Maintain high standards of customer care and professional communication suitable for a financial planning practice. Manage day-to-day email communications with discretion and confidentiality. Process Optimisation & Operational Efficiency Take the initiative to identify bottlenecks across recurring administrative activities.

Develop and recommend efficient work processes to streamline daily support operations. Implement practical administrative improvements to support productivity. Deliverables Daily triage and resolution of routine inbox communications. Continuous management and updating of the financial planner’s schedule and appointment bookings.

Accurate, timely production and transmission of client invoices in Xero. Professional, timely virtual correspondence with clients. Documented administrative process improvements implemented as identified.

Requirements

Required Skills

& Experience The contractor should demonstrate: Proven experience delivering executive assistant or virtual assistant support. Hands-on proficiency with Xero for invoicing and billing. Strong technological proficiency with digital workplace and administrative tools. Proven initiative and capability to develop efficient administrative workflows independently.

Exceptional written English communication skills suitable for executive client correspondence. Ability to work autonomously and manage daily commitments within an independent contractor capacity. Availability to commit to approximately 2 hours per day.