Administrative Team Assistant

6 months ago

Sydney, Australia AllianceBernstein Full time

Department: Australian Client Group

Position: Permanent - fulltime

Reports to: Executive Assistant to CEO, Australia

Australian Client Group

The Australian Client Group is dedicated to building and servicing Retail and Institutional clients in Australia. The team comprises sales, client service, business development, product management, consultant relations, product strategy and development, marketing, and support team members, split across AB’s offices throughout Sydney and Melbourne.

The Australian team works closely with AB’s global offices, particularly in Nashville, New York, and London, as well as various other regional offices. There are a total of 45 professionals employed across our Sydney and Melbourne offices, encompassing business support units within Legal & Compliance, Finance, Marketing, Australian Equities, Sales, and the trading team.

**Qualifications**:
Team Assistant Responsibilities

The Team Assistant will support the Executive Assistant and office in Sydney with various administrative support and ad hoc tasks described below. The role will also include sharing responsibility and collaborating with other administrative staff. This includes, but is not limited to:

- Overseeing and managing office operations, including answering the front door, ordering perishable and non-perishable supplies, managing stock, coordinating mail/couriers and keeping the office tidy and presentable.
- Coordinating travel arrangements for the sales team (domestic & international) flights, car transfers and accommodation bookings and preparing complex international itineraries.
- Electronic coding and collating monthly expenses for the sales team and providing secondary support to the broader team if required by the due date.
- Coordinate the sales team training registers to ensure they are updated quarterly.
- CRM management (Salesforce) involves adding records to the database while ensuring accuracy to preserve the integrity of the database and to facilitate quarterly reporting of meeting activity for the sales team. This can include ad hoc projects to clean up the database.
- Assist with meeting coordination including scheduling, room bookings/set up and audiovisual logistics. Assisting and updating PowerPoint presentations for client meetings and coordinating the review of such materials with the relevant compliance team.
- Provide ad hoc administrative support to the sales team, including formatting documents, running monthly reports, printing and binding materials for client meetings, and other administration tasks. Direction will be provided for any requested tasks, and the team will be mindful of existing capacity/workload.
- Work with the Melbourne Office Administrator in coordinating meeting schedules, prep/briefing packs, presentation materials and travel logistics for international visitors attending the Sydney office. This will require coordination for onsite catering and meeting room logistics while visitors are in the region.
- Provide administrative support to the Executive Assistant, which may involve overflow tasks such as scheduling meetings, managing calendars, coordinating travel arrangements, special projects, and performing other general office duties. The goal is to ensure the smooth running of the executive office and provide efficient support to the Executive Assistant in carrying out their responsibilities.
- Coordinate internal staff events and CSR-led initiatives, including invitation mailing and tracking, venue selection, coordination of required supporting materials, and event oversight.
- Assisting our facilities and IT teams when issues arise. This includes liaising, coordinating, and communicating with various internal and external stakeholders to aid in business continuity.
- Working with the offshore facilities team in Hong Kong to oversee facility issues in the Sydney office. Monthly meetings and ad hoc requests as needed - outsourced facilities function via CBRE.

Due to the responsibilities noted above, the Team Assistant must build effective working relationships within and outside the team. Further, it is critical that the Team Assistant is proactive in their oversight and performance of the above responsibilities.
- Previous experience as a Team Assistant / Administrator;
- A proactive all-rounder with a can-do attitude (no task is too menial) who loves variety;
- Observant to the needs of the business and naturally taking the initiative to fill these needs;
- Someone who willingly assumes ownership of various issues/needs as they arise;
- Someone who thinks ahead of potential/needs issues and has a problem-solving mindset;
- A self-sufficient, independent worker but also someone who loves being part of a team;
- A direct but gracious communicator who considers the various aspects of a situation before proceeding;
- Ability to manage competing deadlines calmly and professionally;
- Ability to lead with tasks and communications within the team;
- Exceptional a

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