Executive Assistant (1 year contract) recruitment

Responsibilities

• Administrative assistance to Vice Chairman including diary management, phone calls, preparation of correspondence, scanning, copying, printing and general admin tasks.

• Coordinate internal and external meetings for General Counsel, APAC, Head of Legal, Australia New Zealand and Legal team. Includes room bookings, liaising with external clients, catering arrangements, video conferences and teleconferences.

• Liaise with assistants in APAC, EMEA and US regions to arrange meetings, calls and video conferences.

• Arrange and coordinate travel arrangements for General Counsel, APAC, Head of Legal and Legal team in accordance with the Travel Policy. 

• General support to Legal team as and when required. This includes preparation of general correspondence, scanning, copying, printing, mail and courier arrangements.

• Manage the setup of new joiners, including access pass, IT setup, new access to databases and applications, phone voicemail account, mobile, blackberry and business cards.

• Liaise with IT team with regards to any IT issues on behalf of the team when required.

• Undertake administrative tasks as required to assist the General Counsel, APAC, Head of Legal and other team members

• Assist Compliance assistant with Legal filing including creating new files which are to be recorded in legal file ledger.

• Co-ordinate itineraries for interstate and overseas visitors to Sydney as well as providing administrative assistance when they visit Sydney office.

• Liaise with major law firms to co-ordinate relationship meetings bi-annually.

Requirements

• 5+ years relevant administrative experience, Financial Services or legal background beneficial.

• Intermediate Microsoft Office skills (Excel, Word, PowerPoint, Outlook)

• Offers an efficient and friendly service to all members of the team

• Works collaboratively with all areas of the bank  to ensure client and business requirements are met at a consistently high level

• Is resilient and able to work under pressure with tight deadlines

• Excellent communication skills in all forms i.e. written, verbal and electronic