RECEPTIONIST/ADMIN ASSISTANT
Asset Management
Job Overview
Executive Recruitment Asia is excited to be partnering with one of the world’s premier fixed income investment companies who has more than 2,200 professionals around the world united in a single purpose to creating opportunities for our clients in every environment. We are looking for a Receptionist/Administrative Assistant to join the Sydney admin team to support our front of house as well as supporting a team (approx. 15 employees across Legal & Compliance, Operations, and Trade Support). This is a very multifaceted role which requires a hands-on approach, excellent organisational skills and an aptitude for problem solving.
Responsibilities
- Front of house – Answering the main line to greet our clients. Management of stationery and kitchen orders, which includes restocking & replenishing supplies. Daily mail collection.
- General admin as part of the Sydney Assistants team
- 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 calendars 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
- Filing and organizing administrative paperwork
- Maintenance and update of compliance registers and invoice processing for Legal & Compliance and Operations (Counselink and ReadSoft)
- Invoicing
- Formatting of PowerPoint presentations
Requirements
- Highly organised with effective time management skills and attention to detail
- Computer literate, 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