Team Assistant

Mars Recruitment; City of Melbourne; On-site; AUD 65,000 - 75,000; Full time

Job summary

Mars Recruitment is seeking an experienced Team Assistant to join a well-established and highly successful team within a leading financial services organisation. You will provide high-level support to Executive Directors and senior leadership, acting as a trusted partner while ensuring the smooth operation of a busy department.

The role requires strong organisational skills, discreet handling of confidential information, and the ability to manage multiple stakeholders and deadlines with

Qualifications

• Previous experience as a Team Assistant or similar role.
• Experience in corporate, legal, financial services or professional services environments.
• Advanced Microsoft Office skills.
• Able to manage multiple stakeholders and deadlines.

Responsibilities

• Manage complex diaries, meetings, travel arrangements, expenses, and AMEX reconciliations.
• Prepare and format legal documents, reports, presentations, and correspondence.
• Coordinate invoices, document management, and filing systems.
• Support Real Estate legal workflows and ad hoc projects.
• Build strong relationships with internal stakeholders, law firms, and external partners.
• Coordinate team events, meetings, and stakeholder engagement activities.
• Screen enquiries, manage requests, and handle confidential information with discretion.
• Maintain accurate records, databases, and key documentation.
• Ensure compliance with internal policies, procedures, and governance requirements.

Skills

Organisational skills

Attention to detail

Stakeholder management

MS Office proficiency

Communication skills

Discretion

Job description

PA, EA and Secretarial (Administration and Office Support)

Full time

How you match

Skills and credentials from the job description

Travel Coordination

Reconciliations

Team Assistant

We are seeking an experienced Team Assistant to join a well-established and highly successful team within a leading financial services organisation.

As a key member of the team, you will provide high-level support to Executive Directors and senior leadership, acting as a trusted partner while ensuring the smooth and effective operation of a busy, high-performing department.

Key Responsibilities:

• Manage complex diaries, meetings, travel arrangements, expenses, and AMEX reconciliations.
• Prepare and format legal documents, reports, presentations, and correspondence.
• Coordinate invoices, document management, and filing systems.
• Support Real Estate legal workflows and ad hoc projects.
• Build strong relationships with internal stakeholders, law firms, and external partners.
• Coordinate team events, meetings, and stakeholder engagement activities.
• Screen enquiries, manage requests, and handle confidential information with discretion.
• Maintain accurate records, databases, and key documentation.
• Ensure compliance with internal policies, procedures, and governance requirements.

About You:

• Previous experience as a Team Assistant, Legal Assistant, Team Coordinator, or in a similar support role.
• Experience supporting teams within a corporate, legal, financial services, or professional services environment.
• Strong organisational skills with exceptional attention to detail.
• Ability to confidently manage multiple stakeholders and competing deadlines.
• Advanced Microsoft Office skills and experience using document management systems.
• Excellent communication and stakeholder management skills.
• A proactive, professional, and solutions-focused approach.
• Ability to handle confidential information with discretion and professionalism.