Executive Support & Operations Assistant

IFM Investors; City of Melbourne; Hybrid; AUD 65,000 - 80,000; Full time

Job summary

IFM Investors in Melbourne is seeking a Team Assistant to provide high‑quality administrative support to the COO office and the Operations, Data & Technology unit. You will help manage diaries, travel, expenses, invoices, and meeting materials while maintaining professional relationships with leaders, assistants, and vendors.

The role requires autonomy, initiative and strong organisational skills in a fast-paced corporate environment.

Qualifications

• Demonstrated experience providing administrative support in a corporate environment.
• Strong organisation and communication skills with the ability to engage stakeholders at all levels.
• Proven ability to work autonomously and take initiative.
• Experience supporting senior leaders and managing competing priorities in a fast-paced setting.
• Attention to detail and ability to manage multiple tasks simultaneously.
• Proficiency with MS Office tools including Outlook, Word, Excel, PowerPoint and Teams.

Responsibilities

• Provide high-quality administrative support to the COO Office and the broader ODT Leadership Team.
• Coordinate travel, diary management, expense processing, invoicing and approvals.
• Prepare meeting materials, presentations and reports for leadership activities.
• Develop positive working relationships across ODT, Corporate Services and the business.
• Communicate professionally with leaders, executive assistants, team assistants, vendors and stakeholders.
• Support printing, binding and documentation as required.
• Maintain confidentiality and exercise sound judgement with sensitive information.
• Contribute to a positive, connected and high-performing team culture.
• Handle ad hoc administrative duties as required.

Skills

Administrative support

Communication

Organizational skills

Autonomy/initiative

Stakeholder management

Tools

MS Office Suite

Job description

IFM Investors in Melbourne is seeking a Team Assistant to provide high‑quality administrative support to the COO office and the Operations, Data & Technology unit. You will help manage diaries, travel, expenses, invoices, and meeting materials while maintaining professional relationships with leaders, assistants, and vendors.

The role requires autonomy, initiative and strong organisational skills in a fast-paced corporate environment.