Divisional Assistant

Divisional Assistant

**About the role**

We are currently seeking a Divisional Assistant, on a 4-day per week basis, to join our Client Solutions & Capital (CSC) team based in Brisbane.

In this role, you will provide proactive administrative and business management support for not only the broader CSC team, but a specific focus on the Distribution and Business Solutions, and Capital Solutions teams.

Working within a broader support team, you will be involved and contribute to a wide range of activities, from budget tracking and travel coordination to diary management, contract management support, supporting investor on-site visits s, and coordinating various internal and external meetings. Additionally, you'll have the chance to interact with senior external stakeholders and external clients, making you a key player in our team's success.

This role is a role which provides quite a lot of depth and variety, ensuring no two days are the same. You will have the opportunity to attend various meetings and take part in exciting work.

Key accountabilities include, but are not limited to:

- Provide primary administrative support for the General Managers of Distribution & Business Solutions and Capital Solutions, and their teams.
- Manage diaries for the General Managers Distribution & Business Solutions and Capital Solutions, resolve scheduling conflicts, prioritise requests, and organise collaborative tasks. Assist with meeting preparation, minutes, and follow-ups.
- Oversee domestic and international travel arrangements for the teams and provide additional support during high travel periods.
- Manage invoices and corporate credit card submissions, and support budget tracking for travel, events, and sponsorships.
- Support logistics for meetings and events, including printing/binding of presentation materials, catering, and gifts. Provide backup support for critical external events.
- Support vendor management and governance, maintain contract registers, and liaise with vendors for renewals.
- Champion process and tool changes and proactively identify and improve team processes.
- Periodically update the central information source for key documents, processes, and reference tools.
- Work collaboratively with Executive and Divisional Assistants in CSC and broader QIC to ensure global investor activities are delivered and provide backup support as needed.

**About you**

You are a highly organised and proactive professional with exceptional administrative and interpersonal skills. You thrive in dynamic environments, effectively managing diverse responsibilities while maintaining a professional demeanour. You will also have:

- Minimum 5 years of experience as a divisional and/or personal assistant managing multiple teams.
- Proactive with high attention to detail, process and procedure expertise, and advanced time management, along with strong written and verbal communication skills.
- Self-starter with demonstrated organisational and prioritisation skills, able to work autonomously and manage competing deadlines confidently in high-pressure, time-sensitive environments.
- Demonstrated experience in managing budgets, costs, and domestic and international travel.
- Proven ability to form relationships with internal stakeholders to deliver business development outcomes.
- Broad knowledge and experience in managing a wide range of office secretarial, organisational, and administrative responsibilities.
- Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, SharePoint, OneNote, Planner, and Teams) and key client management technologies, including CRM systems (Microsoft Dynamics).
- Highly engaged team member, contributing positively to team culture and collaborating with peers to achieve consistency across the team model.

**About Us**

**About QIC**:
As one of Australia's leading institutional investment managers with more than A$100billion in assets under management, we have a presence across four continents, seven offices and assets across global markets.

At QIC, we believe in shared value - where delivering strong investment returns can go hand in hand with doing good for our clients, people and communities. If we invest well, we will all do better together.

**Life at QIC**:
We know that our people perform at their best when they feel a sense of belonging and are encouraged to bring their authentic selves to work every day. We provide a supportive work environment where everyone can thrive and feel valued for their meaningful contribution in delivering for the prosperity of our clients, people and communities.

Joining QIC, you can contribute to our employee led networks that champion our diversity, equity and inclusion strategy, which consists of five key pillars: Gender Equality, LGBTQ+, Accessibility, Cultural & Linguistic Diversity, and First Nations People.

Other reasons to join us:

- Flexibility and hybrid options encouraged - certified Family Inclusive Workplace
- Recharge leave - additi