Equity Administrative Assistant, Sydney

Role Overview

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.

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.

Key Responsibilities

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

Skills & Experience

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

Personal Attributes

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