Senior Virtual Assistant/Bookeeper

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:

• 5years 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:

• 100% remote with no office requirement.
  
• Self‑managed time and output delivery across agreed core hours.
  
• Reliable internet connectivity and a professional remote setup are required.
  
• Close collaboration with leadership and operational stakeholders.
  

Benefit:

• Competitive base salary based on market benchmarks.