Executive Assistant

About the role

At ANZ our purpose is to shape a world where people and communities thrive. We’re making this happen by improving our customers’ financial wellbeing so they can achieve incredible things - be it buying their home, building a business or saving for things big or small.

**Role Location**: 833 Collins Street, Docklands VIC 3008

**Role Type**: 8-months Fixed Term Opportunity, Full-time

Provide proactive and efficient support as executive assistant to the General Counsel (Dispute Resolution), Head of Legal (Dispute Resolution) and Head of Legal (Lending Services)

Provide general administration assistance to the Dispute Resolution team (currently 6 lawyers) and the Lending Services team (currently 5 lawyers)

What will your day look like

Executive Assistance

Manage the day-to-day administration requirements for the General Counsel, Heads of Legal (HOLs) and their teams. Ensure consistent and effective workflow by:
Proactively managing electronic diary to ensure effective time management. This includes maintaining the electronic diary, scheduling meetings (internal and external), monitoring and opening correspondence, calendar invitations and distributing as necessary

Manage incoming mail, both paper and electronic. Reviewing, responding, forwarding and deleting any mail to increase workflow and maximise productivity

Ensure phone is managed effectively by diverting calls and handling queries when appropriate and recording messages accurately

Assistance when required with recruitment, onboarding, induction and exiting of staff, including liaising with other internal ANZ teams to ensure processes are followed and transition is timely and smooth

Prepare, co-ordinate and distribute agendas, minutes and other relevant papers or information for meetings

Review action items from minutes, highlight the actions and follow through with the managers prior to next meeting

Quality preparation of reports, presentations and correspondence (MS Word / PowerPoint / Excel / Outlook)

Maintain Dispute Resolution matter list, coordinate monthly updates to those lists and distribute to HOL

Coordinate and arrange travel and accommodation as required including preparation of itineraries

Process Fraedom expenses and follow up discrepancies

General office support, archive filing & maintaining the compactus, escorting guests

Maintain and update organisation charts

Maintain and update MAX intranet site

Organise team activities/annual off sites as directed by General Counsel or HOLsTeam Administration

The Executive Assistant is often the first port of call into the Dispute Resolution and Lending Services teams. The role requires the ability to work autonomously and use initiative / interpersonal skills to secure required information and then escalate as appropriate

Review of incoming legal duty queries from all areas of the bank and distribution to relevant ANZ legal team

Assistance with recruitment and exiting of permanent and contractor staff including all pre-start checks, hardware, software, thorough induction to ensure smooth transition into ANZ

Arrange meetings with external legal providers / internal ANZ staff at short notice (with high numbers of senior level attendees with limited availability)

Arrange monthly team meetings, conferences as required ensuring logistics are planned, communicated and executed including but not limited to accommodation, equipment, invitations, dial in details;
Arrange for invoices to be paid in the Ariba system on many ongoing litigation and legal matters in the bank

Source appropriate, cost-effective venues and co-ordinate catering, equipment, venue requirements for department conferences, meetings, training and off-site functions

Organise in-house lunches and team functions and events

Competently arranging video conferencing, phone conferencing etc. as required.

Coordination of technical needs for legal document management and production including

Assisting with collation of relevant documents by Legal (eg supporting mailbox extraction requests, liaising with Tech to set up secure shared drives)

Coordinating secure transfers of large volumes of data between ANZ and external firms

Learning and managing the SIE (Secure Information Exchange) platform including Business Owner administration of the SIE

Tracking hardware used for data transfers e.g. hard drives.

Coordinating with Technology regarding other technology needs in connection with legal document management

What will you bring?

We know not everyone will bring all of the skills and experience, and at ANZ we are focused on people bringing a growth mindset to their approach to work. Some of the skills we are looking for are below, but don’t worry if you don’t have all of these as learning on the job is the way we work.
But back to some of the skills
- Demonstrates initiative
Flexible and adaptable
Building relationships and networks
Ability to work in a fast-changing environment
Highly developed