Administrative Assistant

Role Aim/Purpose:

Responsible for providing support to the Head of Client Business Australia as well as providing general administrative support to the broader Client Business team in Australia.

Major Responsibilities:

  • Effectively manage emails for Head of Client Business and maintain all diary appointments
  • Coordinate and schedule audio and video conference calls and meetings with multiple participants and across multiple international locations
  • Arrange international and domestic travel for Client Business senior leadership team members as required (working with corporate travel agent)
  • Collate and distribute papers for a broad range of client related meetings
  • Word processing & Desktop Publishing – format documents within corporate visual identity guidelines, printing & binding of documents
  • Responsible for department's document control and retrieval system
  • Process monthly Corporate Amex expenses for the Head of Client Business Australia and Client Business leadership team
  • Submit invoices for payment to Accounts Payable, process and approve on dashboard for payment and monitor for budget purposes
  • Other ad hoc administrative duties

Experience, Skills & Knowledge Required:

  • A minimum of 5 years' experience as a Team Assistant/Personal Assistant within a professional or financial services environment
  • Prior experience working within a global firm (highly desired but not essential)
  • Prior experience in handling sensitive and confidential client material
  • Advanced knowledge of Microsoft Word, Excel, PowerPoint and Outlook
  • Highly developed and professional verbal and written communication skills
  • Exceptional attention to detail
  • Excellent time management and organisational skills
  • Experience dealing with business stakeholder at all levels within an organisation
  • High level of energy, self-motivation and determination to identify effective solutions and solve problems
  • Proven ability to ensure multiple tasks are completed within agreed timeframes and to the highest quality
  • The ability to work effectively within a fast paced, matrix management environment with minimal direction
  • Demonstrated passion for teamwork and being an integral part of a successful team
  • Strong initiative and a pro-active approach
  • High commitment to client service

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