Equity Administrative Assistant, Sydney

Job Description\n Description\n
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Role Overview

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We are seeking a highly organised and proactive Assistant to support the Australian Equities team. Reporting to the Equities COO, this role is responsible for ensuring the smooth running of day-to-day operations and providing high quality administrative and coordination support across the team.

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This is a position of trust that requires strong judgement, discretion and a high level of personal integrity. The successful candidate will be an excellent communicator with strong organisational skills, the ability to build effective working relationships, and a practical, solutions-focused approach in a fast-paced environment.

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Key Responsibilities

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• Provide day-to-day administrative support to the Equities team, ensuring operations run efficiently
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• Manage diaries and inboxes, coordinating internal and external meetings
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• Organise meetings, book meeting rooms and arrange catering
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• Coordinate domestic and international travel, including flights, accommodation and logistics in line with company policy
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• Process and manage expenses via Concur, ensuring timely submission and reconciliation
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• Act as a key point of contact for internal and external stakeholders
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• Manage team communications, including handling calls, emails and general correspondence
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• Provide front-of-house support when required, including greeting clients and managing calls
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• Support the organisation of client meetings, roadshows and events
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• Maintain accurate records, databases and filing systems, including printing, scanning and e-filing
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• Track office supplies and order stationery as required
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• Coordinate couriers and manage incoming and outgoing deliveries
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• Assist with ad hoc projects, research tasks and broader team initiatives
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• Provide support to the Corporate Access team where required
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• Provide cover for front of house as needed
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• Ensure confidentiality is maintained across all communication and materials
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Skills & Experience

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• Previous experience in an administrative or team assistant role, ideally within financial services
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• Strong organisational skills with the ability to manage multiple priorities and deadlines
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• High attention to detail and accuracy, including data entry and record keeping
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• Proficiency in Microsoft Office Suite (Word, Excel and Outlook)
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• Experience with Concur or similar expense systems highly regarded
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• Excellent written and verbal communication skills, with a professional and confident telephone manner
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• Proven ability to multitask, prioritise and meet strict deadlines
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• Ability to build strong working relationships across teams
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Personal Attributes

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• Proactive and takes initiative, with a strong sense of ownership
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• Discreet and trustworthy, with the ability to handle sensitive information
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• Calm under pressure and adaptable to changing priorities
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• A team player with a positive, flexible and approachable attitude
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• Professional, polished and confident in manner
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