Executive Assistant & Internal Bookkeeper | Business Operations (Fully WFH)

About Us

Insight Planning Consultants is a forward-thinking town planning and development consultancy with more than 20 years of experience and a strong reputation for professionalism, responsiveness and high standards. The close-knit team partners with major clients, manages complex planning outcomes and prides itself on personal service, quality work and efficient delivery.

You can learn more about our firm by visiting our website: https://insightplanning.com.au/about/

Role Overview

A key hybrid role supporting executive leadership and internal operations in a fast-paced town planning and development consultancy firm. You'll manage executive support, streamline day-to-day operations, and maintain accurate internal bookkeeping while keeping the business running smoothly in a remote work arrangement.

Why Join Us:

• Competitive salary of PHP 110,000 – 125,000 per month (depending on experience)
• Working permanently from home, Monday to Friday, 7:00 am to 3:00 pm Philippine Standard Time
• 20 days of paid leave a year + birthday leave
• Following Victorian Public Holidays (with flexibility)
• Direct hire by Insight Planning Consultants
• New equipment provided
• A supportive and collaborative work environment
• Stable and growing Australian company
• Welcome & Christmas Gifts

Job Responsibilities

20% – Internal Bookkeeping

• Manage day-to-day bookkeeping in Xero
• Payroll processing and BAS support
• Maintain accurate financial records
• Assist with budgeting and cash flow tracking
• Support monthly reporting

80% – Operations & Executive Support:

Executive Support

• Manage complex calendars for the Managing Director
• Coordinate meetings, follow-ups, and communications
• Keep priorities organised and deadlines on track
• Act as a gatekeeper and right-hand support

Operations Management

• Oversee phone and email inboxes, including regular monitoring, triaging, and delegation of tasks to the appropriate team members
• Identify urgent matters and take immediate action when required, including relaying messages or dictation on behalf of leadership
• Coordinate internal and external meetings, including multi-party scheduling and arranging follow-ups based on task requirements
• Manage and maintain calendars, timesheets, and daily scheduling based on communications and activity flow
• Support leadership communication by drafting, relaying, and coordinating responses as needed
• Monitor industry updates, bulletins, and relevant sources, and proactively share key insights with the team
• Track deadlines, project milestones, and potential risks across teams, escalating issues early and ensuring timely resolution
• Support client onboarding processes, including fact gathering and implementation coordination
• Assist with general bookkeeping tasks, including invoicing, bank reconciliations, overdue invoice follow-ups, and Xero management
• Maintain and update internal systems, including FYI Docs, HR, and safety training modules
• Assist with website updates, social media management, and client engagement activities
• Identify, coordinate, and manage attendance at relevant industry events, functions, and client engagements
• Support operational initiatives such as client events, and ensure proactive updates and coordination

Software You'll Work With

• Xero
• FYI docs
• Microsoft Suite

Who This Role Is Perfect For:

You might be:

• An experienced bookkeeper ready to step into a broader operations role
• An operations assistant who also has strong bookkeeping experience
• A highly organised EA/VA with a town planning/land development background
• Someone who thrives in fast-paced environments and loves responsibility

You are:

• Extremely organised and detail-oriented
• Proactive (you fix problems before they're noticed)
• Tech-savvy
• Confident in managing multiple priorities
• Calm under pressure
• Solutions-focused, not excuse-focused
• Have excellent communication skills – both written and verbal

Bonus points if you have experience in the planning and development process within Australia

Who This Role Is NOT For:

• Someone who prefers repetitive, task-only work
• Someone who waits to be told what to do
• Someone uncomfortable working closely with senior leadership

If this sounds like you, please apply!