Business Assistant

Location: Currently Queenstown CBD & Jacks Point (hybrid across both sites), moving permanently into Jacks Point in October Employment type: Part-time, starting asap Reports to: Managing Director About the role We are seeking an experienced, highly capable and commercially minded Business Assistant to take ownership of the administrative and financial operations of our business. Working closely with the Managing Director and wider team, you will be trusted to independently manage financial administration, reporting, payroll coordination, compliance processes, documentation and day-to-day business operations across multiple entities. This is not a traditional task-based assistant position. We need someone self-sufficient who can identify what needs attention, establish priorities, improve processes and follow work through to completion with minimal supervision. The successful candidate will combine strong financial and analytical capability with exceptional organisation, sound judgement and confidence using technology. You will be comfortable moving between detailed administrative work and broader operational coordination while maintaining a high level of accuracy and confidentiality. Key responsibilities Financial administration and reporting Take ownership of day-to-day financial administration across multiple entities. Manage invoicing, accounts payable, accounts receivable and account reconciliations. Manage intercompany transactions and ensure they are accurately recorded. Prepare cashflow updates, financial summaries and analytical reports for management. Monitor outstanding accounts, upcoming payments and key financial deadlines. Maintain complete and accurate financial records and supporting documentation. Coordinate with accountants, auditors and external advisers to support tax and regulatory compliance. Business and executive operations Provide trusted operational and executive support to the Managing Director. Proactively manage priorities, deadlines, and appointments Prepare meeting agendas, reports and supporting documents, and follow up agreed actions. Assist in coordination of projects and deadlines across the team and with external partners. Maintain company records, contracts, policies and compliance documentation. Identify operational issues and take responsibility for coordinating their resolution. Develop, document and improve business systems and procedures. People and HR administration Coordinate employee onboarding and offboarding processes. Monitor important HR and compliance dates and ensure required actions are completed. Data, systems and reporting Develop and maintain management dashboards, KPI trackers and recurring reports. Assist in analysing operational and financial information to identify trends, risks and opportunities. Support forecasting, research and strategic business initiatives. Use technology, automation and AI tools appropriately to improve accuracy and efficiency. Support the implementation and ongoing management of business software and systems. Office coordination Coordinate day-to-day office requirements and ensure the workplaces operate smoothly. Maintain well-organised digital records and filing systems. Manage relationships with relevant suppliers and professional service providers. Ensure recurring administrative and operational requirements are completed without prompting. About you You are a naturally organised and dependable person who enjoys taking ownership. You do not need to be continually directed - you notice what needs doing, establish priorities and see tasks through. You will bring: At least three years’ experience in a senior business administration, finance administration, executive support or operations role. Experience working autonomously within a small-to-medium business. Strong financial administration and accounting knowledge. Experience with invoicing, reconciliations, payroll coordination and financial reporting. Ideally, experience managing transactions across multiple entities. Advanced proficiency in Microsoft 365 and Xero. Confidence learning and improving business software, systems and automation. Excellent analytical, organisational and problem-solving skills. Exceptional attention to detail and accuracy. Strong written and verbal communication skills. The ability to manage competing priorities without losing oversight of important details. Sound judgement, initiative and a high level of personal accountability. Professionalism, integrity and discretion when handling confidential information. Experience within an IT or professional-services business would be advantageous but is not essential. What we offer Permanent position of 30 hours per week, can be flexible around school hours. Salary of $57,000-$60,000 per annum, depending on experience. Flexible working arrangements across our Queenstown locations with permanent location in Jacks Point from October 2026. A varied and trusted position with genuine responsibility and autonomy. The opportunity to have a meaningful influence on how the business operates. Professional development and study support for the right candidate. Exposure to a broad range of commercial, financial and operational responsibilities. A supportive environment that values initiative, sound judgement, efficiency and new ideas. #J-18808-Ljbffr