Property Fund Team Assistant in Sydney

Our client is a leading property investment and funds management business with over 30 years experience and a sizable office in Sydney. They are seeking to hire a Team Assistant to support two Heads of business as well as their teams. This role will be internal and external facing, benefiting from someone with strong organisational and communication skills, and the ability to partner closely with external and internal counterparts such as Executive Committee, Investment Management teams, Registry, Marketing, IT, Risk and Compliance.

The role will suit a Team Assistant or similar with around 3-4 years experience, ideally coming from another Asset Manager or similar property related business.

Responsibilities will include:

• Diary, calendar and email management for the Head of Listed Investor Relations and Head of Treasury
• Organising internal/external meetings for the team especially with investors, sell-side brokers, proxy advisers and debt capital providers/investors
• Work closely with Company Secretary to assist with the co-ordination and management of Board related functions
• Assist with the co-ordination and submission of Investor + Treasury related papers to relevant Boards and Investment Committees
• Arrange domestic and international travel for the investor relations and treasury team
• Assist with the management of the CRM database for listed investor relations by ensuring investor meetings including meeting notes are entered into the CRM
• Ongoing maintenance of distribution lists for internal and external e-communications
• Undertake expense reconciliation in the expense management system (Workday)
• Create purchase orders and process invoices using procurement and payment portal – Tradeshift
• Organisation of, and regular attendance/minute taking at internal listed investor relations and treasury meetings with internal teams
• Assist the team with updating results, annual general meeting and marketing presentations as required using PowerPoint
• Assist with the organisation of marketing roadshows and property tours including travel and logistics, marketing material and background investor information including briefing books
• Monitor investor relations section of the corporate website and intranet to ensure contents and data accuracy at all times for the listed entities and funds
• Working with the internal event team, coordinate for client functions, conferences and team building workshops, volunteer and social events
• Help manage the team’s filing system and ensure data accuracy at all times
• Monitoring and vetting incoming calls from the listed investor relations enquiries phone line
• Utilise your strong administrative skills to support process improvement and delivery of deadlines
• Support ad-hoc projects and tasks as required

Experience:

• Minimum of 3+ years experience in a Team Assistant, PA or Junior EA role from another leading financial services firm (ideally similar property fund)
• Able to remain calm under pressure and work efficiently
• Pro-active and able to use initiative and think laterally
• Ability to work in a fast-paced environment that requires resilience, strong multi-tasking skills, initiative, time management and ability to prioritise
• Excellent communication skills with internal and external stakeholders
• A desire to learn business objectives and grow skills above and beyond the key responsibilities

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