Overview
Team Assistant/ Executive Assistant, Sydney Jobs in Sydney, New South Wales, Australia at Jefferies
Title: Team Assistant/ Executive Assistant, Sydney
Company: Jefferies
Location: Sydney, New South Wales, Australia
Job DescriptionObjectives of this roleProvide support to the Head of Australian Equities and the Equities team, as directed, to ensure that Equities operations and administration run efficiently.
This is a position of trust that requires emotional intelligence, excellent judgement, high levels of personal integrity and discretion. The successful candidate will apply a sound knowledge of working within the financial services industry, the Equity operation requirements, procedures and guidelines to support the Equities team.
The ideal candidate for the role will be an excellent communicator with strong organizational and coordination skills, demonstrated ability to build productive working relationships and be an agile and practical problem solver.
Responsibilities
Manage professional and personal scheduling for Head of Australian Equities, including agendas, mail, email, phone calls, client management, and other company logistics
Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals, adhering to the Jefferies Travel and Expenses policies
Actively manage the expenses for the Equites team using the Concur system ensuring expenses are submitted and processed in a timely manner
Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
Provide administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of filing system and contacts database
Performing ‘front of office’ support functions, including meeting room set up, greeting visitors and receiving and responding to phone calls, emails and general correspondence
Manage communication with employees by liaising with internal and external executives on various projects and tasks
Maintain professionalism and strict confidentiality with all materials
Organize team communications and plan events, both internal and off-site
Provide assistance to the Corporate Access team if and when required
Preparing briefs, reports, minutes and other correspondence
Answering phones, screening calls and directing to the appropriate person or department
Taking notes at meetings
Booking meeting rooms and ordering breakfast and lunches for meetings
Creating presentations as required
Plan and orchestrate work to ensure that the Equities team priorities are met, organizational goals are achieved, and best practices are upheld
Required Skills And Qualifications
Four or more years of experience in an administrative role reporting directly to senior management
Experience in working in financial services, preference given to candidates with experience working within an investment banking firm
Displaying initiative and applying sound judgment in providing executive and administrative assistance to senior executives
Excellent written and verbal communication skills
Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
Proficiency with office productivity tools and an aptitude for learning new software and systems
Flexible team player, willing to adapt to changes and unafraid of challenges
Ability to maintain confidentiality of information related to the company and its employees
Experience in developing internal processes
The Executive Assistant will be proactive, approachable, helpful and professional in performing each of the above functions
About Us
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