Administration Assistant - Equities Research

Team Administration Assistant – Equities Research

Objectives of this role

Provide support to the Head of Australian Equities Research and the Equities Research team, as directed, to ensure that operations and administration run efficiently.

This is a position of trust that requires emotional intelligence, excellent judgement, high levels of personal integrity and discretion. The successful candidate will apply a sound knowledge of working within the financial services industry, the Research operation requirements, procedures and guidelines to support the Research team.

The ideal candidate for the role will be an excellent communicator with strong organisational and coordination skills, demonstrated ability to build productive working relationships and be an agile and practical problem solver.

Responsibilities

• Manage travel logistics and activities, including accommodations, transportation, and meals, adhering to the Jefferies Travel and Expenses policies
• Actively manage expense reimbursement using the Concur system ensuring expenses are submitted and processed in a timely manner
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of filing system and contacts database
• Perform 'front of house’ support functions, including meeting room set up, greeting visitors and receiving and responding to phone calls, emails and general correspondence
• Manage communication with employees by liaising with internal and external executives on various projects and tasks
• Maintain professionalism and strict confidentiality with all materials
• Organise team communications and plan events, both internal and off-site
• Provide assistance to the Corporate Access team if and when required
• Answering phones, screening calls and directing to the appropriate person or department
• Booking meeting rooms and catering
Plan and orchestrate work to ensure that the Research team priorities are met, organisational goals are achieved, and best practices are upheld

Required skills and qualifications

• Three or more years of experience in an administrative or similar role
• Preference given to candidates with experience working in financial services
• Displaying initiative and applying sound judgment in providing executive and administrative assistance to senior executives
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Experience in developing internal processes
• The chosen candidate will be proactive, approachable, helpful and professional in performing each of the above functions