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    Executive Assistant - Sydney, Australia - Brookfield Asset Management

    Brookfield Asset Management
    Brookfield Asset Management Sydney, Australia

    5 days ago

    Default job background
    Full time
    Description

    Job Description

    About the Role

    The Executive Assistant role will provide high level secretarial and team administrative support to the Managing Director of Capital Markets & Treasury and Managing Director of Human Resource. This person will also be supporting other senior team members, this allocation may change over time.

    Delivery of proactive secretarial and administrative support in order to manage the day to day requirements for executives and team, including:

    Financial

  • Code and enter invoices into Coupa accurately and in a timely manner to allow for the Accounts Payable team to pay.
  • Monthly coding of and reconciliation of staff travel and other expenses in Concur for the professional staff, including following up staff for receipts to ensure AMEX deadlines are met
  • Preparation and assistance with American Express Corporate Card requests/orders as well as new business card orders
  • Maintain and update Salesforce, meeting notes, contact list, support with keeping up to date data

    • Operations

  • Significant secretarial and administrative support to senior management at a consistently high standard, this includes diary and email management, answering and assisting with telephone queries, business card scanning as well as document management i.e. creating and maintaining effective filing and archiving processes
  • General administration duties as required (e.g. binding/couriers)
  • Organise domestic and international travel for various team members, this includes booking flights, accommodation, transport and any other arrangements associated with work related travel, including arranging Visa's, currency, detailed travel support documentation and meetings
  • Arrange agenda's and external/internal meetings for visiting members of the Senior Management team
  • Support the onboarding for new starters in Capital Markets & HR Teams, this will involve ordering IT equipment, arranging mobile phone number porting for new phone contracts, reporting IT issues and ensuring that workstations are set up correctly with IT equipment
  • Updating of the organisational charts to reflect the new/vacant positions
  • Support offboarding for employees Capital Markets & HR Teams, including IT access switch off, arranging return of company assets
  • Update and maintain HR intranet page as well as Brookfield TV messaging
  • Organise meetings, video and teleconferences, workshops, conferences and events (internal and external), including venue, catering & AV requirements
  • Preparation of Powerpoint presentations, reports & correspondence
  • Minute taking at team meetings as required
  • Special projects, events and team activities as required

    • About You

    To be successful in this role, you will ideally possess the following:

  • Tertiary education in Business Administration or other relevant certificates.
  • Intermediate to advanced skills in PowerPoint, Microsoft Word, Microsoft Excel, Microsoft Outlook, Visio.
  • 5-8 years secretarial experience in an office/corporate environment supporting management.
  • Preferred experience with Concur and Coupa financial systems
  • Strong organisational skills.
  • Excellent written and verbal communication skills with a superior level of attention to detail.
  • Ability to provide a balanced service to the entire team, identifying priorities and completing work by deadlines
  • Demonstrate skills to be able to work in a high pressure, highly demanding, changing working environment
  • Maintain confidentiality at all times
  • Work independently (unsupervised)
  • Prioritise tasks
  • Communicate effectively and confidently with all members of the team
  • Interact at all levels within the organisation and external contacts
  • Flexibility to assist in other areas, should the occasion arise
  • Willingness to learn and shows own initiative
  • Friendly, outgoing and helpful attitude who can adapt to working with a variety of personalities within the team
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