Team Assistant

About Northern Trust
Northern Trust, a Fortune 500 company, is a globally recognized, award-winning financial institution that has been in continuous operation since 1889.

Northern Trust is proud to provide innovative financial services and guidance to the world's most successful individuals, families, and institutions by remaining true to our enduring principles of service, expertise, and integrity. With more than 130 years of financial experience and over 22,000 partners, we serve the world's most sophisticated clients using leading technology and exceptional service.

Northern Trust Asset Management Australia is an investment management firm that offers solutions to institutional investors, such as superannuation funds, in Australia and New Zealand. They provide a range of services including managed portfolios, quantitative strategies, and sustainable investing, supported by both local expertise from their Melbourne office and global capabilities.  Northern Trust Asset Management Australia belongs to a global investment firm headquartered in Chicago, entrusted with $1.4 trillion assets under management. Our Asia-Pacific business is one of the fastest growing segments globally and we are seeking talented, entrepreneurial, growth-minded individuals to contribute to our high-performing team.

Role Summary
As the
Team Assistant
, you will directly report to the Head of APAC Institutional Client Group plus the sales, client solutions and client team . In addition, you will support the Country Head of Australia. You will have exceptional client relationship and communication skills with a high level of discretion and sensitivity when dealing with confidential matters.

What You Will Do

• This role will be responsible for providing administrative support to the Institutional Client Group, APAC including diary management,  preparation of agendas, presentations and reports
• Coordination of team and external guest meetings including managing invite lists, meeting rooms, set-up and materials
• Coordination of  meetings/ conferences including New Business Forums and Executive Management Committee (EMC) key meetings, including the preparation of agendas and presentation material as required.
• Coordination of team events, functions, training and conferences including distribution of invitations, collating replies, liaising with venue and catering etc.
• Create and maintain relevant databases, files and spreadsheets for Sales and Client team such as Salesforce , contacts and meeting documentation + quarterly meeting documentation updates
• Collation of documents/reports to support meetings on a daily/monthly/quarterly basis and circulating accordingly
• Compilation of weekly sales activities across APAC for reporting
• Organize and coordinate travel arrangements for Senior Executive visitors to the Australia and APAC region, including travel/meeting itineraries, desk booking, access provisioning, maintenance of shared travel calendar
• Manage travel and expense claims on a monthly basis for Head of Asset Management,  Sales Team, APAC COO and other senior leadership.
• Other administrative duties as assigned from time to time such as Procurement and IT equipment order assistance, arranging client gifts etc.
• Be the lead on arranging philanthropic activities
• Provide assistance for the onboarding of new staff, liaising with internal stakeholders to provide a smooth onboarding experience
• Become Point of contact for internal payment platform and submission of invoices
• Uphold compliance standards and assist team with various compliance requests such as cross-border forms, upload of external materials for compliance review, disclose entertainment expenses.
• Monitoring of kitchen stock and office supplies

Qualifications

• Previous experience in a similar role supporting a team
• Previous experience in supporting executive leadership
• Strong communication skills (both oral and written)
• Analytical and problem solving skills
• Ability to flex with changing priorities, whilst maintaining a positive solution focused outlook
• Strong attention to detail
• Exceptional time management skills and an outstanding approach to customer service – with both internal stakeholders and external guests
• Knowledge of Microsoft Office; Word, Excel and PowerPoint products
• Basic Functional / Industry Knowledge is highly desirable
• Previous experience using Salesforce

Working With Us
As a Northern Trust partner, greater achievements await. You will be part of a flexible and collaborative work culture in an organization where financial strength and stability is an asset that emboldens us to explore new ideas.

Movement within the organization is encouraged, senior leaders are accessible, and you can take pride in working for a company committed to assisting the communities we serve Join a workplace with a greater purpose.

We'd love to learn more about how your interests and experience could be a fit with one of the world's most admired and sustainable companies Build your career with us and apply today. #MadeForGreater

Reasonable accommodation
Northern Trust is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please email our HR Service Center at

We hope you're excited about the role and the opportunity to work with us. We value an inclusive workplace and understand flexibility means different things to different people.

Apply today and talk to us about your flexible working requirements and together we can achieve greater.