Team Assistant - Property Investment Firm

Our client, a successful Property Investment firm, are looking for a Team Assistant to join them in a newly created role.

As Team Assistant, you will provide administrative support to the business as needed as well as working alongside the Executive Assistants and Office Administrator to ensure the smooth running of the wider office, including receptionist, break/leave cover and general administrative duties. This role will interact with all staff across the offices, but most frequently and regularly with Investment team. The role will work closely with the Office Manager, and report to the Executive Assistants to the MDs. 

In return, you will work with a collaborative, driven and successful business who has an extremely low turnover and prides themselves on their professional yet relaxed working environment. 

A wonderful opportunity for someone looking to enhance their skills by learning from senior EAs in the business. 

Duties include:

• Meeting arrangements including scheduling of Zoom/Teams calls.
• Preparation for meetings, including printing of agendas and presentations, room set-up for face to face or virtual meetings.
• Attending weekly team meetings. 
• Taking phone calls for the team, transferring calls, and forwarding messages in a timely manner.
• Booking and diarising of flights/accommodation/car hire/ reservation, itineraries for work trips.
• Assisting with document creation including letters, PowerPoint presentations and InDesign documents. 
• Minute taking and dictation as required. 
• Managing the signing and sending of legal documents. 
• Managing files and archiving.
• Processing expenses for the team on a monthly basis
• General support including printing, binding, IT troubleshooting.
• Provide support to the EAs during busy periods, sick/annual leave etc.
• Assist EAs with event planning and execution (both internal and external)
• Provide back-up assistance to the Office Manager during busy periods, lunch breaks, sick and annual leave.
• Share open/close duties with the Office Manager on an alternating basis
• General office admin including printing, IT troubleshooting, post collection/distribution, couriers, ad-hoc errands, and requests from the team 

An energetic and positive-minded approach is essential together with a proactive stance in working as a team member. You will need high levels of organisation and attention to detail; savviness around how diaries work and ability to coordinate Directors activities. Excellent communication skills are a must. The successful candidate will be the first point of contact for business contacts and must therefore demonstrate confidence and credibility with very senior leaders within the business and their investor pool.

Previous experience supporting a large team in a face-paced environment is strongly desired. Experience in property or financial services is ideal but not essential.

If the above sounds like you and you are looking for your next opportunity, please apply to Surayya French at ********@marsrecruitment.com.au

Please note, only shortlisted candidates will be contacted.