Executive Team Assistant

3 days ago

Sydney, Australia Boutique Consulting Full time

CBD
- Great Culture
- Flexibility

Boutique’s client are a leading Funds Management business in the Real Assets space, experience in all the major property asset classes has put the business are on superb a growth trajectory. The environment is friendly and inviting, with a great EA network. This Executive Team Assistant role supports the EA of a C-suite professional and their team.

The primary responsibilities associated with the role of Executive Team Assistant encompass the following:

- Facilitating executives in effective diary management and the seamless execution of day-to-day tasks.
- Providing adept support in orchestrating various meeting arrangements, including the coordination of video-conferencing and teleconferencing setups, reservation of meeting spaces, oversight of catering and technical requisites, and adept communication with guest relations and reception.
- Meticulously organizing and overseeing the travel arrangements of team members, adhering rigorously to the travel policy and collaborating with external travel providers.
- Undertaking the responsibility of handling incoming calls, duly serving as the central point of contact during periods of team member absence, efficiently forwarding messages, proficiently addressing routine inquiries, and deftly managing exigent matters.
- Collaborating with the leadership team to facilitate the monthly reconciliation of Corporate card transactions via the Expense platform, overseeing the methodical approval of invoices, and diligently preparing reimbursement claims for personal expenses incurred by team members.
- Extending adept assistance to the Group in a spectrum of administrative functions, including but not limited to document management encompassing photocopying, scanning, printing, document compilation, proficiently executing typing tasks, crafting comprehensive agendas, capturing accurate minutes, preparing cogent presentations, compiling comprehensive reports and submissions, meticulously maintaining training registers, and ensuring mail distribution.
- Actively participating in the routine cadence of team meetings, meticulously crafting agendas and capturing accurate minutes, while efficaciously coordinating requisite follow-up actions as necessitated by the agenda items.
- Support team members in facilitating seamless onboarding processes for new starters,
- Assist in orchestrating and managing the logístical aspects of key team events, such as regular updates, morning tea sessions, training and induction programs, and the coordination of attendance at conferences and events.
- Maintain and manage the Group Calendar, while efficiently organizing external offsite events hosted by the team if deemed necessary. This includes managing venue logistics, technical requirements, catering arrangements, and the collation of presentation materials.
- Provide supplementary aid to an Executive Assistant, handling overflow tasks and general ad hoc responsibilities as required.
- Ensure all activities adhere meticulously to relevant procedures and assist team members in comprehending and adeptly utilizing company processes and systems.
- Embrace a collaborative team ethos by embodying values

The Person:

- 3 + years’ experience as a Team Assistant/EA in Funds Management, Property or Financial Services
- Superb communication skills, both written and verbal
- High attention to detail
- Fantastic MS office skills
- Comfortable in a fast paced ever changing environment.
- Strong ability to prioritise

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