Administrative Assistant

Are you organised, detail-oriented, and confident navigating spreadsheets and email inboxes? We’re looking for a casual admin assistant to support the timely and accurate delivery of a core report feature to our clients.

This role is perfect for someone who’s process-driven, can follow documented SOPs, and is confident dealing with data in Excel. You’ll be working with a passionate and experienced team who will train and support you every step of the way.

Please note: Given the nature of the work, the right candidate is required to work full-time hours for 15 business days each month - from the 1st to the 15th business day each month. The candidate is required to work onsite in our CBD office at 452 Flinders Street, Melbourne. Please do not apply if you are unable to meet these requirements.

You’ll play a critical role in two key parts of our reporting process: Contact Discovery and Data Processing.

Data Processing (80% of role)

You’ll manage the intake, formatting and uploading of data into the InvestorHub platform. This includes:

1.  Monitoring shared email inboxes and handling sensitive documents
2.  Uploading and verifying data within our platform
3.  Troubleshooting formatting issues and flagging exceptions

Contact Discovery (20% of role)

You'll help identify and document the correct email contacts for a list of entities. This includes:

1.  Searching internal databases and spreadsheets for matching contacts
2.  Using Google and public directories to locate general contact inboxes when needed
3.  Sending templated outreach emails to entities
4.  Maintaining accurate linkage between entities and contacts in our platform

You’ll follow clearly written SOPs, meet processing deadlines, and escalate issues when needed. All training and documentation will be provided.

Please note: Given the nature of the work, the right candidate is required to work full-time hours for 15 business days each month - from the 1st to the 15th business day each month. The candidate is required to work onsite in our CBD office at 452 Flinders Street, Melbourne.  Please do not apply if you are unable to meet these requirements.

You don’t need to be an expert in finance or markets (we’ll teach you), but you should be:

1.  Highly organised and process-driven
2.  Proficient with Excel with strong attention to detail
3.  Comfortable sending professional emails and following up with external stakeholders
4.  A quick learner who can work independently and ask for help when needed
5.  Reliable and consistent—this role relies on meeting defined turnaround times

Bonus points if you’ve worked with CRMs, databases or SaaS platforms before.

We’re founded by two passionate leaders with deep experience in product, technology, and financial markets, and are a team of enthusiastic and hard-working individuals from all walks of life. We are a proudly multicultural team, with members from 12 countries (and counting) and take pride in our proactive approach to diversity and inclusion and employee experience.