AddressThe boutique is working with a fund management firm to appoint an experienced Executive Assistant / Office Manager in a newly created role to support the CEO and the Senior Executive team based in the City.
Key Responsibilities:
Executive Assistant
- Responsible for the efficient delivery of Executive Assistance to the CEO and Leadership team
- Diary and inbox management – scheduling meetings, managing correspondence, and ensuring effective use of their time
- Providing support to the team – maintaining a professional approach at all times (both internally and externally) and a high level of confidentiality
- Occasional coordination of domestic and/or international travel
- Reconciliation of monthly expenses for CEO and monitoring team adherence to policies
- Reconciliation of monthly invoices
- Coordinating internal/external meetings with clients/stakeholders – including liaising with EA’s and arranging meeting room bookings
- Arranging internal functions/offsites/team building events (including catering where required)
- Participation in Team meetings – coordinating agendas/minute taking
- Invoice management, reporting, and reconciliation of business card expenses as well as Domestic and International invoice payment
- Deliver best-in-practice customer service, build loyalty and lifetime value through interactions with existing and potential Investors
- Accurate Data Entry, maintaining CRM system (Salesforce), and Capital Raising Processing for all clients and internal stakeholders
- Pre-populating applications for capital raising and providing adviser administrative support as required
- Manage the legal document register and retrieval of documents from safekeeping
- Assist with On-board of new investors and setup of the portal
- Providing adviser support with portal/registry and holding statement requests
- Assist with investor/adviser and registry requests
- To provide office and administrative support to team ie, IT issues, printing, booking meeting room, catering and personal errands for directors, cheque deposits/payments at post office
- Ensure the day to day running of the Sydney Office ie maintain kitchen/breakout areas to ensure no OH&S hazards, process incoming daily mail
- Develop and maintain an in-depth knowledge of your key clients, including organization structure, investor services, and activity
- Develop a strong understanding of your key stakeholders, company expectations and demonstrate strong communications skills.
- Coordinate and administer HR policies and office administration duties following direction from Senior Management
- Assist with staff travel management as and when required and keep track of staff travel across interstate offices
- Responsibility to maintain high service outcomes to achieve and exceed service delivery standards
- Prepare and assist with investor presentations and capital raising events for High Net Worth Individuals and other investor groups for Senior Management (e.g. lunches, dinners, and events)
- Present ideas and final deliverables to the Distribution and Marketing team, and communicate with key stakeholders about administration programs and strategies.
To be considered for this position you must have at least 4 - 6 years of Executive Assistant support experience supporting more than one busy executive. You will also be happy to take on board Office Manager tasks as part of your role - Industry experience is not necessary just an excellent attitude and help personality:
- Have excellent interpersonal skills
- The ability to multitask and be calm under pressure
- Possess a team orientated attitude
- Be personable, bright, and energetic
- Have intermediate to advanced Microsoft Office skills (including Outlook)
- Strong awareness of IR would be highly advantageous
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