Virtual Executive Assistant — Accounting, Ecommerce & Marketing

?? **IMPORTANT: Do NOT apply if you do not have an accounting degree or hands-on Xero experience. We will not consider applications without these. Please save your time and ours.**

The Role

We're looking for a rare kind of person. You studied accounting because you're logical, detail-oriented, and love systems. But you've always had a creative side that doesn't get used enough in a traditional accounting role. You thrive on ticking off tasks, shipping things fast, and seeing the direct impact of your work. And secretly, you've always wanted to design something that makes brands stick out in a crowded market.

If that's you, we want to talk.

About Us

We run five business entities across three countries. MXTology is a premium ready-to-drink cocktail brand that reached the Grand Final of Gordon Ramsay's Food Stars Australia — that's a core asset we lean on hard. Aussie Floats makes inflatable products for the Australian summer market. Floral Image is a corporate florist doing B2B and B2C deliveries. We also operate Floral Image in the USA and Canada.

Between all five entities, we're managing complex multi-jurisdictional accounting, multiple revenue streams, and aggressive growth targets across Australia, the USA, and Canada.

What You'll Actually Do

**Your primary focus right now is bookkeeping and financial operations across all five entities.**

You'll manage Xero as the single source of truth. Your core responsibilities include:

- Reconcile accounts across all five entities — Australian, US, and Canadian businesses
- Ensure full compliance with Australian GST, payroll, and superannuation requirements under Australian law
- Manage BAS lodgements, payroll processing, and super contributions for Australian staff
- Navigate US and Canadian tax and accounting requirements for our North American entities
- Manage inventory costing and reconciliation across MXTology and Aussie Floats
- Maintain the accounting calendar and make sure nothing falls through the cracks

This is where your accounting degree matters most. You need to understand multi-jurisdictional compliance, not just bookkeeping mechanics.

**But here's the critical piece — we're actively automating the accounting side of the business.**
We're integrating AI tools, automating reconciliation workflows, and building systems so that the repetitive bookkeeping work becomes more hands-off over time. This isn't theoretical. We're investing in this now.

What that means for you is simple: as the accounting side gets automated, you transition into what you actually want to do.

You'll own Shopify operations for MXTology and Aussie Floats — updating product pages, optimizing conversions, managing inventory feeds, integrating apps. We use Klaviyo across all three consumer-facing businesses, so you'll manage email sequences, customer data, and campaign execution. We use no-code tools — Bubble, Google Apps Script, Zapier — so you're orchestrating, not coding.

And then there's the creative work. You'll design social media assets, write copy for campaigns, help us position our brands as premium and intentional in markets full of noise. As we automate the accounting, this becomes your primary focus.

You'll work alongside the founder day to day, who handles big-picture strategy and vision. You execute with precision and speed.

Who We're Looking For

**Non-negotiable requirements:**
- Accounting degree (Bachelor's in Accounting, Finance, or equivalent)
- Hands-on Xero experience (not just "familiar with" — you've actually reconciled accounts, coded transactions, and run reports)
- Strong written English
- Reliable internet connection

**Strongly preferred:**
- Multi-jurisdictional accounting experience (Australia, USA, Canada, or any combination)
- Understanding of Australian GST, payroll, and superannuation compliance
- Shopify and/or Klaviyo experience
- AI fluency — you actively use Claude, ChatGPT, Midjourney, or similar tools in your daily workflow
- Creative ability — you can design social media posts, marketing emails, or brand assets that look professional and on-brand (Canva proficiency is a plus)
- Experience with no-code tools (Bubble, Zapier, Google Apps Script)

**The kind of person who thrives here:**
- You're fast — you'd rather ship something good today than perfect next month
- You love ticking off tasks and clearing a to-do list
- You're creative enough to design a social post that stops the scroll, but disciplined enough to reconcile a multi-entity balance sheet without cutting corners
- You see this role as a pathway — the accounting work is stable income and the foundation, but you're excited about the creative and marketing side growing as we automate the bookkeeping
- You're building something with us, not just doing a job

The Offer

Full-time: 40 hours per week. Ongoing role with clear growth pathway.

**Months 1–3 (Probationary Period): AUD $12 per hour**
- Annual equivalent: AUD $23,040
- This period is about proving execution and fit
- You'll get familiar with our systems, three countries, five entities, and our automation roadmap

**Month 4+ (Confirmed Role): AUD $15 per hour**
- Annual equivalent: AUD $30,000
- Performance-based increase — you've proven yourself
- We're investing in your longevity and growth
- This is when we really start building out automation and you transition toward more creative work

You'll work directly with the founder day to day. We iterate fast. And as we build out automation, you're part of designing what that looks like and how your role evolves.

How to Apply

**?? To confirm you've read this entire ad, start your application with the word "FIREBALL". Applications that don't start with this word will not be reviewed.**

Then tell us:

1. **Your accounting qualifications** — what degree do you hold, and any certifications (Xero, CPA, etc.)?

2. **Your Xero experience** — how many years, what types of entities have you managed, and have you done any multi-jurisdictional work (Australia, USA, Canada, or other)?

3. **Your AI experience** — give us ONE specific example of how you've used AI (Claude, ChatGPT, Midjourney, etc.) to complete a real work task faster or better. Be specific — generic answers like "I use ChatGPT sometimes" won't cut it.

4. **Your creative side** — show us ONE thing you've designed or created that you're proud of. A social media post, an email campaign, a landing page, a brand asset — anything. Include a link or attach an image.

5. **Your availability** — confirm you can work 40 hours per week and let us know your timezone.

**All five questions must be answered in full. Incomplete applications will not be considered.**

We review applications within 48 hours. Shortlisted candidates will receive a short paid test task covering both a bookkeeping exercise and a Shopify/marketing execution task.

We move fast. If you're the right fit, you could be working with us within two weeks.


MXTology — Premium cocktails in a pouch. Grand Finalists on Gordon Ramsay's Food Stars Australia.
Aussie Floats — Inflatable fun for the Australian summer.
Floral Image — Corporate floristry for the ACT, Seattle and Vancouver