As an Executive Assistant in the Digital & Platform Services (D&PS) team, you will be responsible for supporting the Head of Funds Services D&PS Australia, plus immediate team of 10, with support to the broader team on an ad hoc basis.
Your support will cover cross-time zone diary management, travel and expense management. You’ll also be playing a key role utilizing your strong written and verbal communication skills to help drive initiatives around the group’s people & culture programs.
A friendly professional, you will be 100% relied upon to navigate, manage and take responsibility for your stakeholders’ every need, effectively and proactively prioritizing to ensure the team are able to perform at their best. Teamwork is key whilst working with the broader Executive Assistant population and building strong relationships across all hierarchies.
Reporting into the Business Support Manager, you’ll be reliable and motivated, whilst demonstrating flexibility with a ‘can-do’ attitude. A high level of confidentiality and problem-solving skills is a must, as well as being able to read your audience whilst drawing on your experience and diplomacy.
A minimum of 5 years’ previous experience as an Executive Assistant working in an Investment Bank or other professional services environment is preferred.
Positioned within the Corporate Investment Bank (CIB), Digital & Platform Services (D&PS) formed in 2019 bringing together Operations, Technology, Digital, Data & AI. The CIB has achieved exceptional results over the last several years. D&PS was a key enabler in powering the franchise focusing on agility, speed, and alignment to drive towards platform modernization, digitalization, and the development of new products.
Job responsibilities
- Maintain complex and detailed diaries across multiple time zones
- Manage the coordination and logistics of all meetings
- Liaise with internal and external stakeholders
- The ability to work with a range of different personalities
- 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
- Assist team with new starters
- 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
- Assist with printing and binding for client meetings
- Work cooperatively with other Executive Assistants across the group, in positive partnership to support each other smoothly
- Lead and coordinate on ad hoc projects as requested
Required qualifications, capabilities and skills
- 5 years working as an Executive Assistant, ideally supporting at the Managing Director level
- 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
