Experience Inc. Jobs

Executive Assistant- Financial Institution

Job ID

179921

Posted

13-Aug-2024

Service line

GWS Segment

Role type

Full-time

Areas of Interest

Administrative, Customer Service, Facilities Management

Location(s)

Sydney - New South Wales - Australia

• Excellent opportunity working with prominent global financial institution client.

• Fast paced Executive Assistant role within corporate environment

• Based in Sydney CBD | Land of the Gadigal people

About CBRE

CBRE is the world's leading and largest commercial real estate services and investment firm, servicing over 90% of the world’s Fortune 100 companies. Our Global Workplace Solutions division (GWS) is comprised of the best and brightest industry professionals, at the forefront of innovation, and highly invested in the development and unique needs of our diverse employees and global clients.

The Role

Provide a wide range of business operations administrative and general support duties of a highly responsible and confidential nature to executive leadership. Reporting directly to the Sub Regional Facilities Manager and working within a collaborative and supportive team.

A snapshot of a typical day:

• Working collaboratively with Assistants and Business Managers across the Bank to provide excellent service to the various business and infrastructure divisions.

• A large part of this role involves invoicing (purchase orders, goods receipts, reporting, correct cost allocations, coordination with vendors) and becoming the subject matter expert on the invoicing system (Ariba/buyer).

• The role also involves administration of contracts, subscriptions, and insurance; diary management; committee secretarial duties including taking minutes; switchboard and reception relief.

• The role provides exposure to all divisions in the Bank making it diverse and dynamic. It also requires working closely with the Facilities Management team, as well as the broader Global Real Estate team.

• You will be required to draft confidential correspondence, edit documents, take, and transcribe minutes of meetings, and perform other administrative and secretarial duties.

• Creates, maintains, and/or updates various databases. Extrapolates, analyzes, and presents data for management information reporting purposes.

• Serves as a liaison between executives, internal management, employees, clients, and visitors as required.

• Reviews incoming correspondence via paper or email and leads initiative to determine appropriate action required. Leads and monitors issues for appropriate follow up.

• Takes independent action on handling requests; determines the appropriate course of action, intervenes where necessary, and acts as a liaison between departments.

• Plans, coordinates, and supports meetings and conferences. Arranges domestic and international travel from time to time.

• Coordinates data from a variety of sources for inclusion in technical reports and presentations; performs independent research and prepares information for special projects as assigned.

• Assists with processing and presenting financial data as it relates to budgets, accounts payable, and generating various financial queries and reports.

• Administers the department/business unit record keeping system; updates various department/business unit records and publications; ensures that department/business unit files are maintained in accordance with company policies and procedures; reviews requests for information and determines the appropriateness of release

Requirements

• (ESSENTIAL) Strong experience in Admin or Facilities roles within a corporate office environment.

• (ESSENTIAL) Working knowledge of purchase orders, invoicing and associated admin.

• Basic knowledge of Facilities Management or Commercial Property would be preferred, but not essential.

• Strong computer skills with common applications (E.g. MS Office).

• Strong organization and prioritization skills, with strong attention to detail.

What's in it for you?

• Working alongside an experienced and established team/leader.

• Our people are free to expand their skills and knowledge to drive their careers and reach their full potential.

• Our mission is to realise the potential in all the businesses & people we work with, so that together we can create the real estate solutions of the future.

• We are driven by the entrepreneurial spirit of our people & the diverse needs of our clients.

If this sounds like a good fit, we’d love to hear from you!

Please submit your up to date resume for consideration, and note that in the event of high volumes of applications only suitable candidates will be contacted directly.

At CBRE, our unwavering commitment to diversity, equity and inclusion begins with you. We are strengthening our inclusive culture, so everyone feels safe, valued, and heard. Because when you belong, we all succeed.

We are striving to remove barriers and improve the employment prospects of people with disability or long-term health conditions. We encourage you to share any support and adjustments you need to be your best and participate equitably in our recruitment process.

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)