This role is an in-office based position, responsible for providing Executive Assistant support to the General Industrials Sydney MD and immediate team. This can sometimes extend more broadly as required. Reporting into the Business Support Manager, you will be a reliable and motivated individual, demonstrating a high level of teamwork, flexibility and confidentiality, as well as strong problem-solving skills.

As an Executive Assistant in Investment Bank’s General Industrials, you will be responsible for managing your stakeholders’ everyday needs, effectively and proactively prioritizing to ensure the team is able to seamlessly serve the needs of their clients. You will require minimal direction whilst utilizing your strong attention to detail to navigate the support for the group.

You will be a strong communicator, with an ability to work as part of a broader Executive Assistant population. You will be managing a multitude of responsibilities, people and timeframes, whilst being adept across systems, policies and procedures, in a fast-paced environment.

Job responsibilities

• Maintain complex and detailed diaries across multiple time zones
• Liaise with internal and external stakeholders and manage the coordination and logistics of all meetings
• Screen incoming calls and determine the level of priority, while using caution in dispensing information
• Arrange and coordinate complicated domestic and international travel, whilst maintaining T&E policies
• Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures
• Produce high quality emails and messages to individuals at all levels of the organization
• Handle regular activities without prompting, and advise in advance with issues or delays
• Work cooperatively with other Executive Assistants across the group, in positive partnership to support each other to work as a team.
• Lead and coordinate on ad hoc projects as requested.

Required qualifications, capabilities and skills

• Minimum 5 years working as an Executive Assistant, ideally supporting at the Managing Director level (or equivalent)
• Advanced ability to organize
• Tact and good judgment in confidential situations, and proven experience interacting with senior management
• Effective interpersonal, written, and oral communication skills
• Proficiency in Microsoft Office
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
• Business/Secretarial College diploma or equivalent