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Executive Assistant

Macquarie Capital Advisors - Executive Assistant


In this role, your responsibilities will include the following:

•  Manage and maintain appointment diaries, contacts and manage inbox as requested

•  Familiarise yourself with and perform duties in accordance with Macquarie policies

•  All word processing completed with accuracy and high standard of presentation, including proof reading

•  Manage client relationship database for senior executives

•  Track all deal expenses and prepare client billings

•  Type and format reports, PowerPoint presentations, letters, agendas, etc. as required by the team, with attention to detail

•  Coordinate proposal and bid development activities including drafting and editing

•  Assist with preparing proposal development documentation

•  Coordinate with Macquarie's graphic services team on development of branding, artwork and production of proposals

•  Develop and keep up to date reusable text for proposals

•  Manage and set up electronic datarooms and users

•  Transcribe and distribute meeting material

•  Efficiently manage telephone traffic

•  Arrange travel bookings for the team, with attention to cost considerations

•  Maintain transaction documents and administer key document checklists for deals, including the scanning and appropriate storing of files

•  Administration functions for the team including preparing and submitting expense claims, printing and binding documents, updating vacation records, booking meeting rooms and ordering stationery, etc

•  Other responsibilities as required

To be successful in this role, you will have:

•  Ideally a minimum 3-5 years proven experience in a similar role (proposal management experience a plus)

•  Post-secondary education

•  Ability to work well under pressure and exercise appropriate judgment, especially when handling confidential information

•  Comprehensive PC skills, including Word, Outlook and PowerPoint

•  Working knowledge of Excel

•  Organized and able to multitask

•  Attention to detail

•  Excellent communication (written, verbal and visual) skills

•  Professional presentation

•  Flexibility to work for several people and willingness to work longer hours when required

•  Team and service orientation