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Sales & Office Assistant – Asset Manager – 12 Month Maternity Leave Cover

Written by Anton Murray Consulting on .

Location: Sydney

Salary description: $70-85k base (dependent on experience)

  • $50-100k AUD Equivalent
  • Contract or Temporary
  • 3 to 7 years of experience

Our client is one of the largest asset managers in the world.  They have a small office of 15 staff in Sydney and this role will be covering for maternity leave starting in late February 2019.

This role is a mix of EA duties and support to their funds distribution team as well as some Office Coordination support.

The role is responsible for providing a range of administrative tasks to support the Sydney Distribution team.  It is also responsible for the day-to-day operations of the office, including supplies procurement, vendor management, equipment maintenance, front of house, and aesthetic upkeep of the facility. The role will need to attend to internal and external queries, including welcoming and hosting visitors to the office.

Primary responsibilities: Sales Support / EA Duties

  • Manages calendars. Responds to and sends out meeting requests. Ensures schedules are kept up-to-date and accurate.
  • Arranges meetings, collates and distributes materials, books meeting rooms, visitor passes and equipment as required. Meets, greets and escorts visitors, meeting attendees and candidates.
  • Produces general correspondence, reports and helps develop presentations.
  • Organizes travel arrangements. Reserves transport and accommodations taking into consideration manager preferences, cost and timing implications.

Primary responsibilities: Office Management

  • Manages meetings logistics for all on-site meetings
  • Manages office safety and security including ergonomic requirements.
  • Develops initial contractual agreements, reviews, analyzes and negotiates contract changes with both internal associates and with external vendors
  • Identifies services requirements, researches alternatives, recommends services or product for procurement
  • Manages mail and associate services including the preparation of Visa letters
  • Coordinates facilities maintenance

Ideal background:

  • Over 3+ years’ experience in a sales support, Executive Assistant / Team Assistant or Office Manager role ideally from a fund manager, broker or investment banking environment.
  • Effective and professional service orientation and builds rapport with internal and external contacts. Ability to build relationships across time zones.
  • Effective written and oral communication skills with a diverse group of associates and senior business leaders.
  • Strong customer focus.
  • High attention to detail and commitment to process.
  • Sound judgment in resolving matters of moderate complexity.
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