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Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates expertise in managing calendars, appointments, and email correspondence while maintaining financial records and administrative databases. Proficient in preparing invoices, financial reports, and supporting documentation with a strong focus on organization and attention to detail.
Highest-signal resume keywords
Calendar ManagementInvoice PreparationFinancial AdministrationMicrosoft Office ProficiencyOrganizational Skills
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
BillingAccounts PayableAccounts ReceivableFinancial TrackingDocument PreparationData EntryEmail CorrespondenceTask ManagementSchedulingRecord Keeping
Soft Skills
Strong Communication SkillsAttention to DetailProfessionalismDiscretionAbility to Prioritize
Tools & Technologies
Microsoft OutlookMicrosoft WordMicrosoft ExcelXeroQuickBooksSageCloud-Based Document Management
Certifications & Qualifications
Business Administration QualificationFinance QualificationAccounting Qualification
Industry Keywords
Administrative AssistanceFinancial ReportsExpense SummariesLogistical CoordinationOffice Administration
Tech Stack
Tools & technologiesCloud
About the role
Key responsibilities & impact- Manage calendars, appointments, meetings, and schedules.
- Coordinate meetings, prepare agendas, and ensure appointments are scheduled efficiently.
- Monitor, prioritise, draft, and respond to routine email correspondence.
- Follow up on outstanding emails, action items, and pending requests.
- Arrange travel, accommodation, and other logistical requirements when necessary.
- Identify and resolve scheduling conflicts proactively.
- Prepare, issue, distribute, and verify invoices and supporting documentation.
- Maintain billing records, invoice trackers, and financial spreadsheets.
- Monitor outstanding invoices and assist with payment follow-ups.
- Liaise with clients, suppliers, internal teams, accountants, bookkeepers, and finance teams.
- Prepare statements, expense summaries, financial reports, and routine financial summaries.
- Maintain financial records, administrative databases, expense records, receipts, payments, and reimbursements.
- Assist with accounts payable, accounts receivable, invoice reconciliation, expense monitoring, and budget trackers.
- Support bookkeeping and accounting document preparation and organisation.
- Provide day-to-day administrative assistance to management and team members.
- Prepare, format, and maintain documents, reports, presentations, and correspondence.
- Maintain electronic filing systems and document records.
- Manage office supplies, administrative requests, data entry, record keeping, and internal system updates.
- Track deadlines, follow up on tasks, and complete other reasonable administrative duties.
Requirements
What you’ll need- Previous experience as a Personal Assistant, Executive Assistant, Administrative Assistant, Office Administrator, or in a similar role.
- Practical experience in billing, invoice preparation, and basic financial administration.
- Experience managing calendars, appointments, email correspondence, and business communications.
- Good understanding of basic accounts payable and accounts receivable processes.
- Proficiency in Microsoft Office, particularly Outlook, Word, and Excel, or equivalent productivity tools.
- Experience maintaining spreadsheets, financial trackers, and administrative records.
- Strong written and verbal communication skills.
- Excellent organisational skills and attention to detail.
- Ability to manage multiple tasks, prioritise workloads, and meet deadlines.
- High level of professionalism and discretion when handling confidential business and financial information.
- Preferred: Relevant qualifications or training in business administration, finance, accounting, or a related field.
- Preferred: Experience supporting senior management, business owners, or executives.
- Preferred: Familiarity with accounting and invoicing software such as Xero, QuickBooks, Sage, or similar platforms.
- Preferred: Experience preparing financial reports, expense summaries, and payment tracking records.
- Preferred: Familiarity with cloud-based document management, scheduling, and task management systems.
- Preferred: Experience working independently in a fast-paced or remote working environment.