Finance Administrative Assistant (With Executive Admin Responsibilities)

Are you an organizational powerhouse with a knack for numbers? We're looking for a Finance Administrative Assistant who can support basic finance tasks with precision and will ace a side job of keeping things organise for one of our senior leaders!

About Optizon

Optizon is a thriving e-commerce company behind multiple successful brands sold on Amazon.com. Through our consultancy services, we also support other e-commerce companies build their brands on the platform by leveraging on our experience and expertise. Our vision of providing our customers with a 6-star experience delivered through best-of-breed systems, data and AI-powered innovation propels us forward and is at the heart of how we conduct our business. We are headquartered in Melbourne, Australia, but have a remote dynamic team spread across different regions in the world.

Role Overview

We are seeking a highly skilled and proactive Finance Administrative Assistant to provide dedicated support to the CEO of our Amazon FBA brands company (Optizon) and ecommerce agency (Big River Digital). You will play a crucial role in handling finance-related activities involving payment facilitation and financial administration, and extend support in optimising executive productivity, calendaring, communication, research, and ensuring the progress of strategic objectives aimed at accelerating the growth of the business.

Key Responsibilities

Payment Disbursement & Basic Financial Administration:

• Manage and process vendor and contractor payments promptly, ensuring full compliance with internal financial controls and payment schedules
• Verify accuracy of payment details, including banking information, amounts, terms, and contract agreements, before processing disbursements
• Maintain and update accurate records of all disbursements, expenses, and financial transactions, ensuring documentation is organized for auditing and reporting purposes.
• Reconcile accounts and payment logs regularly, working closely with the finance team to resolve discrepancies swiftly and maintain financial accuracy.
• Monitor and track payment due dates to avoid delays and penalties, proactively communicating with vendors and internal teams about payment statuses.
• Coordinate with the finance and accounting teams to ensure accurate cash flow management, forecast upcoming payment needs, and manage funding allocations.
• Assist with invoice verification and approvals, ensuring alignment with contracts, purchase orders, and delivery confirmations.
• Follow up diligently on outstanding invoices and pending approvals, maintaining strong relationships with vendors and internal stakeholders to expedite resolutions.
• Generate periodic payment summaries and executive-level financial reports, providing insights on spending trends, outstanding liabilities, and cash flow impacts.
• Support audit preparation by ensuring proper recordkeeping and timely submission of payment records and reconciliations.
• Identify and recommend process improvements in payment workflows to increase efficiency, reduce errors, and enhance vendor satisfaction.
• Ensure compliance with relevant tax regulations and international payment requirements, especially for cross-border disbursements.
  

Executive Support:

• Manage complex national and international travel arrangements and itineraries

• Own the executive's calendars; efficiently schedule meetings, conferences, interviews, and other appointments
• Prepare customised materials, presentations, correspondence, and spreadsheets for the executive and team members when required
• Serve as a channel between executive and internal cross-functional departments/external partners by fielding requests, fostering alignment on priorities, and resolving conflicts

Operations Support:

• Provide general operational and administrative assistance on a day-to-day basis
• Organise and take notes on meetings; document important action items and decisions and communicate follow ups across leadership and functional teams
• Conduct relevant research to extract insights and data to serve as reference or decision points for business strategies and new initiatives
• Help track progress across multiple strategic projects and growth goals through project management principles
• Handle sensitive information with utmost discretion in the course of executing tasks for the executive and other stakeholders

Qualifications & Requirements

• Familiarity with foundational finance and accounting principles
• 3+ years experience supporting C-level leaders preferred
• Excellent written and verbal English skills
• Attention to detail and process orientation
• Resourceful problem-solving abilities
• Proficiency in full MS Office suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace (Google Docs, Google Sheets, Google Slides)
• Some familiarity with e-commerce concepts preferred
• Bachelor’s degree preferred
• Available to work under Australian (Melbourne) business hours of 9am to 5pm

Attributes:

• Proactive self-starter work ethic; able to work autonomously with little oversight
• Exceptional time management and organisational skills
• Great judgment to make important business calls on executive's behalf
• Unwavering integrity, work ethic and discretion

Monthly base offer of US$800-1,000, based on level of experience.

Interested to apply?

Access the link to route your applications: https://apply.workable.com/j/41C876DEF3

We will only be processing applications submitted through the link.