Are you a detail-oriented multitasker? Do you know how to make sure things run smoothly? We're looking for a talented individual who can provide administrative support to our leading Global Markets team in Sydney, Australia.
You should be a self-motivated individual who takes initiative and enjoys working in a large, dynamic team environment located on a trading floor. You should be highly organized and possess strong written and verbal communication skills. You will be proficient with technology and systems including Microsoft Outlook, Word, Excel and PowerPoint. You will need to work with limited supervision and maintain a professional manner with internal and external parties.
You will:
* provide complex and extensive diary management, including scheduling meetings, video conferences, conference calls, client events, roadshows, investor lunches, and workshops for senior staff within the division
* assist with incoming and outgoing communications and coordination of department meetings in Australia and with offshore colleagues.
* manage travel & reconciliation of expenses, including expense administration, processing & coding invoices, pre-approvals, oversee licenses and office access
* co‑ordinate and process brokerage invoices, including correspondence with brokerage companies and OPS
* ensure smooth staff onboarding and exit experience for the division including capacity planning, working remotely, IT purchasing and managing office supplies
* act as liaison for offshore UBS guests and co‑ordinate with their offices and local chaperones
* prepare internal and external presentations including updating organizational charts and floor plan
* main contact for IDSA agreements
* co‑ordinate with Compliance and maintain mandatory records training for the team annually
* monitor Off‑Premises Trading for trader allowances (OPT)
* co‑ordinate internal GM ANZ events
* act as First Aider + Mental health first aider + Fire warden
* actively participate in internal committees supporting inclusion and community engagement initiatives
Your team
As part of a dedicated team of two assistants, you will work in partnership to support the Global Markets business in Australia, which encompasses the Equities, Fixed Income, and Financing businesses. Together, you will provide comprehensive executive and administrative assistance to all team members, ensuring seamless support across the division.
Qualifications
* 2+ years relevant administrative experience, exposure to Financial Services would be beneficial although not essential
* a strong written and verbal communicator, comfortable interacting with colleagues at all levels across the organization
* you enjoy collaborating to ensure client and business requirements are met at a consistently high level
* very well organised and able to prioritize key tasks, demonstrating initiative and a proactive nature
* resilient and able to work under pressure with tight deadlines
* intermediate Microsoft Office skills (Excel, Word, PowerPoint, Outlook)
* able to work flexible hours, when needed
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