Personal Assistant

1 week ago

Scarborough, Australia Thumpstar Full time

**Executive Assistant - Part-Time (16-20 hours/week)**

**Location**: Based in Scarborough, with occasional visits to Bayswater warehouse and Rockingham store

**Overview**:
We’re looking for a reliable, organised Executive Assistant to support our director and help manage day-to-day operations across the business. The role involves 4 hours per day, across 4-5 days per week (16-20 hours total), with flexibility on when those hours are worked — mornings or afternoons. We’re happy to work around your schedule if you have other commitments.

This position is best suited to someone who lives in or very close to Scarborough, as that’s where most of the work is based.

**Key Responsibilities**:

- **Payroll**: Process staff payroll using Xero
- **Ordering**:Create order plans and place purchase orders with factories in China
- **Inventory**:Monitor stock levels using TradeVine (may transition to TradeGecko)
- **Task Management**: Send and follow up on tasks with staff via WeChat
- **Admin Support**: Handle scheduling, documents, reminders, and general support using Google Sheets, Apple Notes, and Google Tasks
- **Compliance & Deadlines**: (1) Keep track of annual business obligations and key deadlines, (2) Ensure all insurance policies (workers comp, vehicles, building, business) are paid and up to date, (3) Liaise with the accountant to make sure BAS, GST, and company tax filings are submitted on time, (4) Flag anything that’s due or needs review and help find better service options if required
- Backup On-Site Support (Rare): Be available to help at Bayswater or Rockingham if no staff are available — just for a half-day, only occasionally

**Tools We Use**:

- WeChat (main communication platform)
- Xero (payroll & accounting)
- TradeVine (inventory management)
- Google Sheets, Google Tasks, Apple Notes
- Trello (sometimes used for project tracking)

**Requirements**:

- Experience in admin, payroll, or executive support
- Familiar with Xero and cloud-based tools
- Highly responsive on WeChat
- Must have own transport and be flexible to travel to other locations when needed
- Ideally located in or near Scarborough
- Reliable, detail-oriented, and good at staying on top of deadlines

**Additional Info**:
**Start Date**: Immediate start preferred
**Type**: Casual or contractor position, with opportunity to grow
**Hours**: 16-20 hours per week, flexible across mornings or afternoons to suit your schedule

**Job Type**: Casual

Pay: $21.38 - $45.00 per hour

Schedule:

- Afternoon shift
- Day shift
- Shift work
- Weekend availability

Work Location: In person

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