Senior Executive Assistant - Research - SYDNEY

Job Background/context:

• The Senior Administration Assistant provides support to sector head analysts and junior analyst staff by handling correspondence, managing calendars and meetings, arranging conferences and conference calls, handling all client related presentations & making travel arrangements and providing other administrative tasks

Key Responsibilities:

• Executive Administration support to Research Directors, Vice Presidents and Associates
• Extensive diary management of senior management including CI calendar and Outlook diary management
• Travel Management; booking domestic and offshore travel in compliance with Citi’s Expense Policy as well as coordinate complex travel itineraries and schedules
• Onboard Industry Experts in accordance with the excerpt policy; draft engagement letters for legal sign off, liaise with experts for signing and process of payment
• Onboard suppliers and process invoices through Procure to Pay
• Coordinating domestic and international marketing trips and roadshows, draft and send invite flyers
• Ensuring all Client Insight meetings and client activities are correctly captured into the Velocity/CRM systems for analyst and client interaction recording
• Key contact for Research Access issues, assisting corporates and clients who are having issues receiving Research reports  
• Manage the Government Official Register
• Updating CRM systems to ensure key stakeholder details are up to date
• Undertake ad-hoc projects for analysts and senior management including data management for analyst models and uploads
• Coordinate new hire set up and on-boarding
• Equipment set up; facilitate video conferences and presentations
• Assisting the Australia Corporate Access team:
  • Manage Citi’s Reporting Season Briefings; liaise with ASX listed companies to coordinate their result roadshow and ensuring that their target investors have been included on 1:1 meetings and group events. Manage the entire process, entering the events in velocity, liaising with sales and research with flyers and invitations, correspond with key institutional clients, track and record RSVPs, manage attendees, event management, catering, room bookings, AV and presentations
  • Global Analyst Roadshows into Australia; set up velocity schedules, create invitation flyers and coordinate with sales to manage meetings and rsvps
  • Citi’s 30 & Investor Briefings; creating velocity event, invitation flyers and work with sales for meetings
  • Onboard Industry Experts in accordance with the excerpt policy
  • Australia & New Zealand Investor Conference; manage complex Global Analyst Schedules
  • Admin support to the corporate Access team; room bookings, ABPA requests and manage guest lists
  • Upload corporate access events and webcasts to CitiVelocity and Citivelocity "Webcast Create and Manage”
  • Assist with Analyst-led Corporate Access initiatives, including Domestic Corporate Meetings (physical and Virtual), Domestic Site Visits and Offshore Roadshows.
  • Assisting with logistics arrangements for Large Group Client Events including ‘End of Year REIT lunch’, Melbourne IR Lunch.

Knowledge/Experience:

• 5+ years previous administration experience, preferably within a large and complex financial services or similar organization
• Proficient in Microsoft Office; Outlook, Word, Excel and Powerpoint

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