Executive Assistant

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Join to apply for the Executive Assistant role at MA Financial Group

MA Financial is an ASX listed global alternative asset manager specialising in private credit, hospitality, real estate and unique operating assets such as marinas. We lend to real estate and specialty finance sectors and provide corporate advice.

We have a team of more than 700 working in Sydney, Melbourne, Hong Kong, Shanghai, Singapore and the United States.

MA Financial believes in the unlimited potential of our people and our clients.

Our people are our business, and a combination of insight, attitude integrity is our unique formula for success. By focusing on what matters we stay inspired, challenged and riven to be co-creators of sustainable, long-term value with each other and our clients.

About MA Moelis Australia (MA Financial's Corporate Advisory division)

MA Moelis Australia is the advisory arm of MA Financial Group. We provide financial advice for clients across mergers and acquisitions and strategic advisory, equity and debt capital markets, and capital structure advisory.

Our specialised sector capabilities include real estate, credit and restructuring, resources, technology and small to mid-cap industrial companies.

We maintain a strong strategic alliance with Moelis & Company, a global investment bank listed on the NYSE, holding 10.2% of our Group's issued capital. This partnership proves mutually advantageous as it provides clients access to a worldwide network of advisory executives, fostering collaboration on cross-border or industry-specific mandates.

About the role

As an Executive Assistant at MA Moelis Australia, you will play a pivotal role in enabling the day-to-day operations of senior staff and their teams. Your role will focus on managing schedules, coordinating meetings and travel, supporting communication and stakeholder engagement, and maintaining smooth administrative operations.

This position is suited to someone who thrives in a dynamic environment, excels at relationship-building, and is passionate about helping others succeed.

What you will do

Your core responsibilities will include:

Senior Staff & Team Support

• Manage senior staff members' calendars, book meetings, and coordinate rooms and logistics.
• Organise travel arrangements including itineraries and approvals.
• Monitor emails, prioritise key messages, and draft or respond on behalf of senior staff where needed.
• Prepare and coordinate agendas, presentations, and meeting packs.
• Process team expenses and reconcile corporate cards.
• Proactively prepare executives for meetings, flag roadblocks and escalate issues to Business Managers.

Communication & Stakeholder Management

• Act as a key communication link between senior staff and the broader team.
• Ensure clear and consistent messaging across teams.
• Build and maintain strong stakeholder relationships to foster collaboration

Administration & Coordination

• Assist with daily office operations including invoice processing, stationery and equipment ordering, and logistics.
• Maintain organised filing systems and access to key documentation.
• Manage internal and external communications including drafting, proofreading, and responding.

Team and Culture

• Partner with Business Managers to support team initiatives and cross-functional collaboration.
• Coordinate onboarding for new starters and help drive team engagement and cultural alignment.
• Work closely with other EAs across the business to ensure alignment and knowledge-sharing.

Events

• Assist in the planning and execution of team offsites, internal events, and meetings.
• Liaise with venues, suppliers, and AV teams to ensure smooth event logistics.

How you'll know you're doing great

• You've built relationships within the Corporate Advisory team and the broader business that allows you to seamlessly fulfill your role
• You become a trusted member of the team and the go-to person for queries and support
• You're seen as a role model that encourages a supportive, collaborative and positive team culture.
• The working lives of the senior staff you support are all the better for having you around.
• You're known as a person who can be trusted to deliver
• You can maintain confidentiality

The ideal person

• Is both analytical and relational
• Is responsible and takes accountability
• Is comfortable in working in the grey, suggesting approaches and contributing to "a better way"
• Is positive, approachable and willing to help

You're awesome at:

• Taking initiative and anticipating needs before they arise
• Handling sensitive information with care and maintaining absolute discretion
• Responding promptly and effectively to changing priorities and requests
• Communicating clearly and professionally, both verbally and in writing
• Building and nurturing strong relationships across all levels of the business
• Adapting seamlessly to change and staying composed under pressure

Qualifications and Experience:

• Minimum 3 years' experience as a Team Assistant or Executive Assistant
• Prior exposure to financial or professional services is preferred, but not essential
• High proficiency in Microsoft suite

Skill set requirements for this role

Core practical skills

• Minute taking
• Inbox and email management
• Travel booking and itinerary coordination
• Meeting preparation and follow-up
• Document formatting and editing
• Expense processing and invoice tracking
• File and document management

Technical and Digital Skills

• Microsoft Office Suite
• SharePoint

Soft Skills

• Discretion and confidentiality
• Initiative and proactivity
• Multitasking and time management
• Clear written and verbal communication
• Adaptability and flexibility
• Professionalism and reliability
• Relationship building and stakeholder management
• Sound judgment and decision-making
• Calm under pressure

If you're interested in this role, please attach your resume/CV when applying. You will be directed to our online portal, where you'll need to create an account to complete your application. Once registered, follow the prompts to upload your documents and provide the required details.

Seniority level

• Seniority levelNot Applicable

Employment type

• Employment typeFull-time

Job function

• Job functionAdministrative

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