Executive Assistant

Our client is a well-regarded Investment Manager based in Melbourne CBD. They are well known in their field and have experienced significant periods of growth. In a national team of just over 80 this is a pivotal role to keep the wheels turning.

About the role:

Our client is looking to hire a top tier Executive Assistant who can excel in this fast-paced business. You will be looking after an Executive Director and his direct reports. Since they haven't experienced a dedicated EA before you need to be able to teach them how to best effectively utilise an EA. Naturally, you will grow in this role and within the business as a whole. The team are in the office full time so this role is 5 days in the office in Melbourne CBD.

Duties and Responsibilities:

Executive Support

• Proactively manage complex diaries for highly mobile executives, including scheduling internal and external meetings, coordinating attendees, and organising locations
• Anticipate needs and resolve issues before they arise; take ownership of projects and administrative challenges with minimal supervision
• Take a forward-looking approach to calendar management, planning weeks and months ahead to maximise productivity
• Manage full access to executive emails; triage and handle admin-related correspondence independently
• Coordinate travel requirements for executives
• Assist with the preparation of presentations and reports
• Process invoices and expense reimbursements using expense management software
• Uphold strict confidentiality when handling sensitive information.
• Undertake ad hoc administrative tasks as required to assist the team

Office Management

• Oversee all aspects of office administration, including facilities management, supplier relationships, office supplies, utilities, kitchen inventory, and maintenance to ensure an efficient and welcoming environment
• Organise and coordinate client events, team activities, and meetings in Melbourne - including logistics, catering, technology requirements, and liaising with external vendors as needed
• Support onboarding of new team members and facilitate induction processes in collaboration with P&C
• Identify opportunities to streamline processes and implement solutions that improve team efficiency

Stakeholder Engagement

• Build strong relationships with key stakeholders across all divisions and offices; serve as a key liaison between executives, internal teams, investors, clients, and external partners
• Manage correspondence with new and existing clients/investors in a professional manner

To succeed with your application, you will ideally have:

• At least 5 years working as an EA preferably within the financial services industry
• Strong business acumen with the ability to see the bigger and most commercial picture
• Proven at supporting a busy and fast paced team
• Demonstrate agility in managing last-minute changes or urgent requests; thrive under pressure with competing demands
• Excellent communication skills, both written and verbal
• Strong teamwork and interpersonal skills, with a desire to offer suggestions and improvements
• Excellent organisational and time management skills, with a proven ability to set and work to priorities and deadlines
• High computer literacy in all Microsoft office applications (e.g. Word, Outlook, Excel, PowerPoint)

Your ability to think and act proactively and work under pressure while consistently meeting deadlines, coupled with your flexible 'can do' attitude is key. Your ability to complete all tasks to a high standard will be well rewarded in this dynamic and highly motivated environment.

If you are interested in hearing more about this role, then please reach out in confidence to