Virtual email assistant with some accounting knowledge

Virtual Assistant / Executive Communications Assistant


Email Management | WeChat Communications | Payments | Basic Accounting Admin

We are seeking a reliable, proactive, and highly organised Virtual Assistant to assist with daily business communications, email management, WeChat messages, supplier follow-ups, payment reminders, and general administration.

This role is suitable for someone who enjoys working closely with a business owner, can manage multiple tasks, and is confident working autonomously on a day-to-day basis.

The successful candidate will support several business operations across accounting, hospitality, retail, ecommerce, and other growing business projects.

About the Role

We are looking for a Virtual Assistant who can help keep daily communications organised and ensure important tasks, emails, messages, and payment deadlines are not missed.

You will assist with reviewing emails, monitoring WeChat and other chat applications, drafting professional responses, tracking invoices and payments due, and providing daily updates on urgent matters.

This is an excellent opportunity for someone who is organised, trustworthy, detail-focused, and looking for a long-term role with responsibility and growth potential.

Key Responsibilities


Email Management

You will be required to:

* Review incoming emails daily.
* Identify urgent emails and notify management immediately.
* Organise emails by priority, business, supplier, client, legal, finance, and general matters.
* Draft professional email responses for review and approval.
* Follow up on outstanding emails.
* Keep clear notes of communication history and required actions.

WeChat and Chat Application Communications

You will assist with:

* Monitoring WeChat and other business chat applications.
* Summarising important messages.
* Drafting responses for approval.
* Responding to basic messages where authorised.
* Keeping track of commitments made through chat messages.
* Escalating urgent supplier, staff, client, or business matters.

Payment and Invoice Reminders

You will help with:

* Reviewing supplier invoices and payment requests.
* Tracking payment due dates.
* Preparing daily or weekly payment summaries.
* Following up suppliers for invoices, receipts, statements, and confirmations.
* Preparing simple payment lists showing supplier name, invoice number, due date, amount owing, and priority.
* Flagging overdue payments, urgent payment requests, and unusual payment issues.

Basic Accounting and Finance Administration

The successful candidate should have basic accounting knowledge and be comfortable handling finance administration tasks.

You should be able to:

* Understand invoices, bills, receipts, quotes, statements, and payment reminders.
* Identify invoice due dates, overdue balances, supplier payment terms, and outstanding amounts.
* Understand the difference between paid, unpaid, overdue, and partially paid invoices.
* Request missing invoices, receipts, tax invoices, and supplier statements.
* Identify GST on Australian tax invoices where applicable.
* Match payments to invoices or receipts where possible.
* Assist with basic expense tracking.
* Keep payment records organised for bookkeeping purposes.
* Prepare weekly summaries of bills due and payments made.
* Communicate with suppliers about payment arrangements and remittance advice.
* Flag duplicate invoices, incorrect bank details, suspicious emails, or unusual payment requests.
* Maintain simple spreadsheets for payments, expenses, supplier accounts, and cash flow tracking.

You do not need to be a qualified accountant, but you must be comfortable with basic financial administration and keeping records properly organised.

Drafting Emails and Business Communications

You will assist with drafting:

* Supplier emails.
* Client follow-up emails.
* Payment arrangement emails.
* Recruitment emails.
* Meeting requests.
* Internal staff notices.
* General business correspondence.
* Responses to reminders, complaints, and outstanding matters.

Important emails must be submitted for approval before sending unless permission is given.

Daily Administration and Task Management

You will assist with:

* Preparing daily task lists.
* Reminding management of urgent deadlines.
* Updating task trackers.
* Coordinating meetings and appointments.
* Organising documents and correspondence.
* Maintaining notes of conversations and follow-ups.
* Providing end-of-day summaries of completed and outstanding tasks.

Required Skills

The ideal candidate should have:

* Strong written English.
* Strong attention to detail.
* Good organisation and time management.
* Ability to work independently.
* Experience managing emails and business communications.
* Experience using WeChat or similar chat applications.
* Basic understanding of invoices, payments, receipts, and supplier statements.
* Ability to draft clear and professional emails.
* Ability to prioritise urgent matters.
* Ability to follow instructions while also using initiative.
* High level of confidentiality and professionalism.

Preferred Skills

The following skills are preferred but not essential:

* Experience working with Australian businesses.
* Experience in bookkeeping, accounts payable, accounts receivable, or administration.
* Basic knowledge of Xero, MYOB, QuickBooks, or similar accounting software.
* Experience using Google Workspace, Microsoft Office, Dropbox, WhatsApp, WeChat, Slack, or task management tools.
* Mandarin, Cantonese, Vietnamese, Korean, Japanese, or other language skills.
* Experience supporting business owners, directors, executives, accountants, hospitality businesses, ecommerce businesses, or retail operations.

Confidentiality Requirement

This role involves access to sensitive business information, including emails, invoices, supplier details, client information, payment records, and internal communications.

The successful candidate must:

* Keep all information strictly confidential.
* Not share business information with any third party.
* Use secure devices and internet access.
* Not download, copy, or store confidential information outside approved systems.
* Report suspicious emails, unusual payment requests, or security concerns immediately.
* Be willing to sign a confidentiality agreement or NDA before commencing work.

Daily Reporting Requirement

At the end of each working day, you will provide a short daily report including:

* Urgent emails received.
* Important WeChat or chat messages.
* Payments due today or this week.
* Emails drafted.
* Follow-ups completed.
* Outstanding tasks.
* Matters requiring management approval.

Ideal Candidate

We are looking for someone who is trustworthy, organised, reliable, and proactive.

The right person will not only wait for instructions, but will also identify issues, remind management of deadlines, follow up important matters, and suggest practical ways to improve daily communication and administration.

This role would suit someone who enjoys being the organised support person behind a busy business owner and is comfortable working across multiple businesses and industries.

Employment Type

Remote / Virtual Assistant role
Part-time or full-time depending on experience and availability
Ongoing role available for the right candidate
Initial trial period: 2 to 4 weeks

Application Requirements

To apply, please provide:

* Your resume or work history.
* A short introduction about yourself.
* Details of your previous virtual assistant, administration, or accounting admin experience.
* Your availability and preferred working hours.
* Your expected hourly rate or monthly rate.
* Your experience with WeChat, email management, spreadsheets, and accounting software.
* Your internet and computer setup.
* Any language skills.
* References or previous employer details, if available.

Trial Task

Shortlisted candidates may be asked to complete a short trial task, such as:

* Drafting a supplier follow-up email.
* Summarising sample emails.
* Preparing a simple payment reminder list.
* Drafting a response to a WeChat business message.
* Creating a daily task report.

Why Join Us?

This is a practical and important support role with the opportunity to work closely with a growing business group across multiple industries.

The successful candidate will have the chance to develop long-term involvement in business operations, communications, administration, supplier management, and finance support.

We are looking for someone who wants to be trusted, valued, and relied upon as part of the daily operations of the business.

This version is more attractive for candidates while still clearly setting expectations around emails, WeChat, payments, basic accounting, confidentiality, and autonomy.