Objectives of this roleThe role will support the Investment Banking team in Melbourne (team of 5) and act as the front of house/reception point of contact for the Melbourne office.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 a professional services environment.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.ResponsibilitiesManage scheduling for the Investment Banking team, including agendas, mail, email, phone calls, client management, and other company logistics.Manage executives travel logistics and activities, including accommodations, transportation, and meals, adhering to the Jefferies Travel and Expenses policies.Actively manage the expenses for the Melbourne Investment Banking 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.Perform ''front of office'' support functions, including meeting room setup, 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.Prepare briefs, reports, minutes, and other correspondence.Answer phones, screen calls, and direct to the appropriate person or department.Take notes at meetings.Book meeting rooms and order breakfast and lunches for meetings.Create 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 qualificationsExperienced in an administrative role.Experience working in financial services beneficial but not essential.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 Administrative Assistant will be proactive, approachable, helpful, and professional in performing each of the above functions. #J-18808-Ljbffr
Job Title
Team Assistant / Office Manager