Team Assistant

Munich Reinsurance; Sydney; On-site; AUD 65,000 - 86,000; Full time

Job summary

Munich Re is seeking an Executive & Administrative Support professional to manage calendars, coordinate meetings, travel, and events, and assist with reporting. You will act as a professional contact for stakeholders and support senior leaders across the organisation.

The role emphasizes strong organisational skills, discretion with confidential information, and a proactive, solution-oriented approach within a fast-paced financial services environment.

Qualifications

• 2-3 years of experience in an administrative, coordinator, or assistant role.
• Strong organisational and time management skills.
• Excellent attention to detail and writing skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft 365 tools (Outlook, PowerPoint, Teams, Excel).
• Ability to handle confidential information with discretion.
• Experience supporting senior leaders or executives.
• Experience in financial services, insurance, or professional services.
• Exposure to project coordination or event management.

Responsibilities

• Manage calendars and scheduling for assigned leaders.
• Coordinate meetings, including room bookings, videoconferencing, and catering.
• Monitor emails and assist with prioritisation.
• Prepare agendas, presentations, reports, and materials.
• Maintain electronic files and records.
• Arrange domestic and international travel, accommodation, and itineraries.
• Process travel and entertainment expenses per policy.
• Support planning and delivery of team meetings, workshops, offsites, and client events.
• Draft routine correspondence and meeting minutes.
• Assist with onboarding activities and maintain distribution lists.
• Track action items and follow up with stakeholders to ensure timely completion.
• Assist in preparing reports and dashboards as required.

Skills

Organisational skills

Time management

Attention to detail

Communication skills

MS 365 proficiency

Discretion with confidential info

Customer service mindset

Experience supporting senior leaders

Interpersonal skills

Team collaboration

Tools

Microsoft 365 (Outlook, PowerPoint, Teams, Excel)

Job description

Since its formation as a stand-alone division of Munich Re in 2023, Munich Re Specialty (MRS) has the ambition to become a profitable top-10 global primary Specialty insurer. Complementing an already strong presence in the UK and the US, Munich Re Specialty - Global Markets (MRS-GM) has been tasked with expanding our primary Specialty business in continental Europe and APAC. We have begun the European expansion journey, and are now ready to launch our expansion in APAC, starting with Australia.

Responsible for the growth and profitable underwriting across several lines of business (first and third party). This team will utilise their entrepreneurial spirit, with a high degree of comfort in building a business presence from scratch.

Your Role

Executive & Administrative Support

• Manage calendars, meeting requests, and scheduling for assigned leaders.
• Coordinate internal and external meetings, including room bookings, videoconferencing, and catering arrangements.
• Monitor emails and correspondence where delegated and assist with prioritisation.
• Prepare agendas, presentations, reports, and meeting materials.
• Maintain electronic files and administrative records.

Travel & Event Coordination

• Arrange domestic and international travel, accommodation, and itineraries.
• Process travel and entertainment related expenses and reimbursements in accordance with company policy.
• Support the planning and delivery of team meetings, workshops, offsites, and client events.

Communication & Stakeholder Management

• Act as a professional point of contact for internal and external stakeholders.
• Coordinate information flow between leaders, team members, and business partners.
• Draft routine correspondence and meeting minutes.

Operational Support

• Assist with onboarding activities for new employees.
• Help maintain team distribution lists, organisational charts, and contact databases.
• Contribute to process improvement initiatives that increase administrative efficiency.

Project Assistance

• Support business projects through coordination of meetings, actions, and documentation.
• Track action items and follow up with stakeholders to ensure timely completion.
• Assist in preparing reports and dashboards when required.

Your Profile

• 2-3 years of experience in an administrative, coordinator, or assistant role.
• Strong organisational and time management skills.
• Excellent attention to detail.
• Strong written and verbal communication skills.
• Proficiency with Microsoft 365 tools, including Outlook, PowerPoint, Teams, and Excel.
• Ability to manage confidential information with discretion.
• Strong customer service mindset and professional approach.
• Experience supporting senior leaders or executives.
• Experience within financial services, insurance, or professional services.
• Exposure to project coordination or event management.
• Proactive and eager to learn.
• Highly organised and dependable.
• Strong interpersonal skills and ability to build relationships.
• Adaptable in a fast-paced environment.
• Positive, collaborative, and solution-oriented.
• Demonstrates professionalism and sound judgement.

At Munich Re, we embrace, and value, the interaction of diverse backgrounds, experiences, perspectives and thought. This interaction is our foundation. Of our open culture and spirit of partnership. Of how our teams are built and cultivated. Of how we are supported and developed. And at the center of this interaction is each of us.