Executive Assistant

3 weeks ago

Sydney, Australia Brookfield Asset Management Full time

locations- Sydney, New South Wales- time type- Full time- posted on- Posted Today- job requisition id- R2031946- Location

Sydney - 10 Carrington Street, Level 20
- Brookfield Culture
- Brookfield has a unique and dynamic culture. We seek team members who have a long-term focus and whose values align with our Attributes of a Brookfield Leader: Entrepreneurial, Collaborative and Disciplined. Brookfield is committed to the development of our people through challenging work assignments and exposure to diverse businesses.

**Job Description**:

- Purpose of the role:

- The Team Assistant role will provide secretarial and team administrative support to the following teams:

- Technology Services - equivalent to 1.5 days per week.
- BMG Finance - equivalent to 1.5 days per week.
- Corporate Communications - equivalent to 1 day per week.
- Legal and Regulatory/Internal Audit/Insurance & Risk - equivalent to 1 day per week
- This allocation may change over time.
- Responsible for:

- Delivery of proactive secretarial and administrative support in order to manage the day-to-day requirements for the corporate office functions, including:
**Responsibilities**:

- Manage end to end travel including flights, visa, documentations, hotels, transportation expense claims for executives
- Code and enter invoices accurately into Coupa in a timely manner to allow for the Accounts Payable team to pay.
- Provide assistance with software licensing analysis
- Generating and reconciling monthly corporate credit card reports and cash claims in Concur
- Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines
- Create, format and maintain PowerPoint presentation packs
- Minute taking at meetings as required
- Drafting firm communication updates and sending out as needed
- Event management for teams and company events
- Provide administrative support to other teams when time warrants, during absences, holidays etc.
- Support the onboarding and offboarding of employees, IT access, collection of hardware/security pass, office orientation
- Report gifts & entertainment for all teams
- Other Ad-hoc tasks as required
- Qualifications/ Experience/Skills
- Five years secretarial experience in an office/corporate environment supporting management
- Intermediate to advanced skills in PowerPoint, Microsoft Word, Microsoft Excel, Microsoft Outlook, Visio
- Experience with Coupa financial system ideal but not essential
- Strong organisational skills
- Excellent written and verbal communication skills
- High attention to detail
- Strong interpersonal skills and good judgment
- Ability to:

- Work independently (unsupervised)
- Prioritise tasks
- Communicate effectively and confidently with all members of the team
- Adapt to change in arrangements
- Interact at all levels within the organisation and external contacts
- Promptly respond to requests with accuracy and a courteous demeanour
- Work proactively to learn, drive outcomes and workstreams
- Demonstrate being a strong team player, working collaboratively with peers locally and offshore
- Key Competencies
- Ability to provide a balanced service to applicable teams, identifying priorities and completing work by deadlines.
- Demonstrate skills to be able to work in a high pressure, highly demanding, changing working environment
- Excellent typing and filing skills
- Friendly, outgoing and helpful attitude who can adapt to working with a variety of personalities within the team
- Treat all customers (internal and external) with care and respect.
- Liaise with all levels of staff and external clients
- Attend to requests in a timely, professional and friendly manner
- Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. Accordingly, we do not tolerate workplace discrimination, violence or harassment.

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