Team Assistant

Westpac Group; Melbourne; On-site; AUD 55,000 - 62,000; Full time

Benefits offered by this job

Flexible work arrangements

Employee mortgage rates

Leave options: Culture, Lifestyle and?

Learning and development

Community volunteering opportunities

Job summary

IFM Investors in Melbourne is seeking a meticulous Team Assistant to support the COO Office and the Operations, Data & Technology (ODT) unit. The role combines administration, calendar management, event support and client-facing tasks, in a fast-paced, global financial services environment.

Reporting to the Executive Assistant to the COO, you will handle travel, expenses, invoicing, room bookings, and prepare materials.

Qualifications

• 2 years of admin or team assistant experience in a corporate setting.
• Proficiency with MS Office (Word, Excel, Outlook).
• Willingness to learn processes including expense management.
• Strong communication, relationship-building and teamwork.
• High attention to detail, time management and prioritisation.

Responsibilities

• Provide high-quality admin support to the COO Office and the broader ODT unit.
• Manage travel, diary, expenses, invoicing and approvals; coordinate meetings and catering.
• Prepare materials, reports and documentation for leadership activities.
• Maintain professional relations across teams and with vendors.
• Support a positive team culture and handle ad hoc duties as needed.

Skills

MS Office

Communication

Time management

Attention to detail

Teamwork

Organisational skills

Tools

Coupa

PHQ

Approvals Plus

Job description

Job Description

Team Assistant

Melbourne CBD | Immediate Start | $40 - 45 per hour + super | 3 Week Temp Opportunity

An established and highly regarded advisory firm is seeking an organised and proactive Team Assistant to join their Melbourne office on a temporary basis. Known for their collaborative culture and commitment to delivering exceptional client outcomes, this role is perfect for someone with previous administration experience who is looking to broaden their exposure across a busy office environment.

Working closely with a friendly and high‑performing team, the Team Assistant will play a key role in ensuring the effective day‑to‑day coordination of the office. This position is based onsite Monday to Friday, supporting the wider Melbourne team with administration, event assistance, and client‑facing responsibilities.

About the Role:

• Assist with broader administrative tasks including document production, mail, CRM updates, and general office compliance (fire and electrical safety management).
• Manage and coordinate client meeting rooms and kitchen spaces, including scheduling, bookings, and maintaining calendars.
• Liaise with catering suppliers and internal meeting hosts to organise refreshments, ensure quality, and confirm timely delivery.
• Maintain all meeting and communal areas to a high standard; well‑presented, stocked, and ready for use.
• Support Personal Assistants with business development and client events where required.

About You:

• 2 years of previous team assistant or pa duties
• Intermediate proficiency across Microsoft Office (Word, Excel and Outlook).
• A willingness to learn and follow processes, including expense management.
• A personable, friendly nature and excellent communication skills.
• Strong relationship‑building skills and a team‑first attitude.
• High attention to detail, strong time management, and the ability to prioritise.
• Pride in delivering high‑quality work and keeping things running smoothly.

This is a great opportunity to join a professional team, gain further office experience and make an immediate impact. If you’re available to start immediately and keen to get stuck in, we’d love to hear from you.

IFM Investors is a global asset manager, founded and owned by pension funds, with capabilities in infrastructure equity and debt, private equity, private credit, real estate and listed equities.

Our purpose is to invest, protect and grow the long‑term retirement savings of working people. We believe healthy returns depend on healthy economic, environmental and social systems - and these are evolving on a scale never experienced before. To find opportunity, build value and meet the needs of future generations, you need scale, skill and expertise. That’s what IFM Investors has built up over 30 years.

With assets under management of approximately $291.1 AUD billion (at 30 June 2026), we prioritise the interests of over 883 institutional investors worldwide. IFM operates from 17 offices across Australia, Europe, North America and Asia.

The Opportunity

At IFM, you’re not just part of an investment company – but an invested one. We see the work we do as the chance to take sustainable, responsible steps forward for millions of people around the world.

So, we have made sure to create a workplace that’s inclusive, accountable and collaborative. Where you’re given the opportunities to make a meaningful contribution and grow your skills. All while feeling valued and supported for who you are and what you bring to the team.

Along with the chance to make a meaningful, positive difference from day one, we offer a competitive salary and generous leave entitlements. Our hybrid and flexible approach can vary by team and role, it is built around trust. We encourage our people to manage their work life rhythm in a way that works best for them and their teams.

Business Overview

Our Operations, Data & Technology team collaborates across the business with a strong emphasis on designing solutions, increasing efficiency and reducing operational risks. The team consists of several areas of specialisation including:

• Client & Product Operations
• Data, Digital & AI
• Enterprise Resilience, ODT Strategic Planning & Execution
• Enterprise Transformation & Delivery
• Technology
• Operating Platform Transformation
• Operations
• Valuations Management Office

The Role

Reporting into the Executive Assistant to the COO, the Team Assistant will provide administration support to the COO office, as well as the broader Operations, Data & Technology (ODT) business unit, ensuring the overall effective operation of the company by delivering a consistently high standard of work in a timely manner.

Key Responsibilities:

• Provide high-quality administrative support to the COO Office and broader ODT Leadership Team when requested.
• Provide administrative support across travel & diary management, expense processing, invoicing and approvals via Approvals Plus, group conference bookings, PAVE awards, room bookings and catering.
• Prepare meeting materials, presentations, reports and documentation to support leadership activities.
• Develop and maintain positive working relationships across ODT, Corporate Services and the broader business.
• Liaise professionally with leaders, Executive Assistants, Team Assistants, vendors and other stakeholders.
• Contribute to printing, binding and documentation support as required.
• Demonstrate flexibility, initiative and a proactive approach to supporting the business.
• Maintain confidentiality and exercise sound judgement when handling sensitive information.
• Contribute to a positive, connected and high‑performing team culture.
• Handle ad hoc administrative duties at the request of key internal stakeholders.

Your Background and Experience

• Demonstrated experience in administrative support in a corporate environment, experience in a global business or the financial services industry would be highly regarded.
• High level organisation and communication skills, with the ability to speak to stakeholders across all levels of an organisation and adapt to changing needs and competing priorities.
• Proven ability to work autonomously and demonstrate initiative.
• Experience supporting senior leaders and managing competing priorities in a fast‑paced environment.
• Strong organisational skills with exceptional attention to detail and the ability to manage multiple tasks simultaneously.
• Intermediate skills in MS Office Suite i.e. Outlook, Word, Excel and PowerPoint and Teams.

Ready to invest in what matters?

With IFM, that includes your own career. Visit ifminvestors.com/careers to find out more.

IFM Investors is committed to promoting an inclusive culture where all employees are valued and recognised for their unique qualities, backgrounds, and perspectives. We champion all groups regardless of race, gender, religion, sexual orientation, age, disability, or family status. We are committed to providing individuals with disabilities reasonable adjustments to participate in the job application or interview process. Please contact us if you require specific support at any stage of the recruitment process.

Create your best future and join as a Team Assistant

What’s the role?

As a Team Assistant, you'll provide consistent administrative and operational support across teams within the Risk Function, helping leaders and teams stay organised, connected, and focused on delivering outcomes.

The role operates within a centralised Team Assistant model, supporting one or more Risk teams across a broad range of activities. You’ll coordinate team meetings and events, support onboarding and offboarding activities, assist with workforce administration, maintain team communications and information repositories, and help manage compliance, governance, and reporting activities.

You'll also support financial and procurement processes, contribute to team engagement initiatives, and play an important role in ensuring smooth day‑to‑day operations across the Risk Function.

This is a permanent, full-time role based in Melbourne with flexible hybrid work arrangements available.

What do I need?

• Proven experience in an administrative, coordination, or team support role within a corporate environment
• Strong organisational skills with the ability to manage multiple priorities and competing deadlines
• Excellent written and verbal communication skills and confidence working with stakeholders at all levels
• Strong attention to detail and ability to manage administrative tasks accurately and efficiently
• Intermediate Microsoft Office skills, including Word, Excel, and PowerPoint
• A proactive, team‑focused mindset with a willingness to support a broad range of operational and business activities

Previous experience as a Team Assistant and knowledge of Westpac systems such as Coupa or PHQ will be highly regarded.

We’re obsessed with becoming our customers' #1 banking partner for life and we’re looking for people who are passionate about helping us achieve that goal. In return, we’re committed to making Westpac the best place to work in the country. Here are just a few of the ways we’re already doing that:

• Special offers on banking products and discounts from top brands, including generous employee‑only mortgage rates!
• Flexible work arrangements to help you achieve a greater work/life balance, and a variety of leave options including Culture, Lifestyle and Wellbeing leave.
• Tailored learning and development opportunities to help your grow your career within the bank.
• Lots of opportunities to ‘give back’ to the Community by getting involved in our many volunteering initiatives.

Create your future today

We’re all about creating a supportive and inclusive community. We welcome everyone – no matter your age, gender, background, or abilities. We also provide additional support to welcome our veterans, Indigenous Australians and neurodiverse community.

If you need any adjustments during the recruitment process, you can find more information and contact details on our FAQs and how to contact us page, under the ‘Diversity, sustainability and flexibility’ section.