Calling all Admin Assistants for an exciting role at a financial firm in Sydney, we need you!
Our client is seeking an Administrative Assistant to join their Sydney admin team to assist the front of house, as well as provide support to approximately 30 employees across multiple divisions. This is a very multifaceted role which requires a hand-on approach, excellent organisational skills and an aptitude for problem solving.
RESPONSIBILITIES
Front of house – Answering the main line, as well as greeting clients
Management of stationary and kitchen orders, which includes restocking & replenishing supplies
Coordinating & scheduling Client Meetings - Coordinate client meetings for managers and handle the scheduling, agenda preparation & circulation, meeting materials preparation, meals/refreshments and other logistics such as conference call dial in and VC connections, prepare meeting materials as needed; Coordination of the Global Visitors schedules
Maintaining calendars – Stay up-to-date and knowledgeable of the managers & teams calendars and ensuring the global and local calendars are consistent
Scheduling Client Meetings in global offices - coordinate with assistants in global offices to facilitate the smooth set up & running of the meetings. Preparation of any travel agendas and meeting materials
Video/audio conference setup among global offices
Travel and hotel booking - know the travel policy and ensure that policies are adhered to i.e. hotels within budget, class of travel etc., booking of flight & hotel for the team, ground transportation, preparation of travel itineraries
Expense reports and reimbursements – Process expense reports through the Concur system; monitor and track managers’ expenses until reimbursement; Reconcile monthly credit card statements to all expenses on time
Daily mail collection, filing and organising administrative paperwork
Maintenance and update of compliance registers and invoice processing for Legal & Compliance and Operations (Counselink and Readsoft)
Formatting of Powerpoint presentations
Other ad hoc duties as required
REQUIREMENTS
3 + years' experience in a similar role
Highly organised with effective time management skills and attention to detail
Computer literate, advanced Powerpoint is essential
Demonstrate above average interpersonal communications
Possess the ability to work effectively with others
Demonstrate proficiency with technological tools
Focus on specific goals, and demonstrate a sense of personal accountability and urgency for achieving results
Foster a sense of teamwork, assisting others when needed/required.
Display a strong commitment to company culture, values and approach, by having the ability to: Flourish in a challenging, fast-paced, professional environment with frequent shifts in priorities as business needs dictate; Maintaining a strong commitment to quality and attention to detail; ensuring that the work product is delivered completed, accurately, and on time
Strong written and verbal communications skills
Exceptional organisational and programme management skills, including the ability to manage a large number of on-going initiatives
Job Code: SM/12209
For further information, please kindly contact Shaleena Mulchandani or email your details across to sm@charlottefrank.com
Personal data collected will be used for recruitment purposes only
By applying for this position, you consent to the collection, use and disclosure of your personal data to Charlotte Frank Recruitment Ltd. and all relevant third parties for the purpose of processing your application for this job position. You understand and acknowledge that your personal data will be processed in accordance with our Privacy Policyhttps://www.charlottefrank.com/privacy-policy
Please note that only shortlisted candidates will be contacted
