6 month FTC Executive Assistant

Job Description

Role Overview

This position would suit a highly proactive EA who is flexible with excellent organisational skills, and proven experience operating in a fast moving, growing professional services business.

Key Responsibilities

• Proactively manage complex and constantly evolving diaries across multiple global time zones, balancing competing priorities and ensuring executives' time is optimised
• Coordinate a high volume of internal and external meetings, liaising with stakeholders across global offices to schedule meetings, secure appropriate meeting spaces, arrange hospitality where required, and ensure all meeting logistics run seamlessly
• Coordinate extensive international travel, including complex multi-leg itineraries, flights, accommodation, ground transportation and visa requirements, while adapting quickly to changing business needs
• Provide responsive support to changing executive priorities, managing last-minute diary and travel amendments with professionalism and sound judgement
• Prepare, submit and reconcile executive expense reports in accordance with company policies and deadlines
• Process invoices accurately and maintain appropriate records to facilitate timely payment.
• Prepare meeting agendas, presentations and supporting materials, ensuring executives are fully briefed ahead of meetings where appropriate
• Welcome and support visitors from Brookfield's global offices and external stakeholders, coordinating meeting logistics and ensuring a professional experience
• Manage the onboarding process for new team members, coordinating technology, access, inductions and other administrative requirements to ensure a smooth start
• Liaise with internal departments, including Reception, Facilities, IT and Finance, to coordinate day-to-day operational requirements
• Assist with the planning and coordination of team meetings, off-sites, conferences and social events
• Build effective working relationships with stakeholders across the Private Equity business and global offices, acting as a trusted point of contact for administrative matters
• Maintain confidentiality at all times, exercising discretion and professionalism when handling sensitive information
• Provide flexible administrative support to the wider Executive Assistant team, fostering collaboration and ensuring seamless coverage during periods of absence or peak workload

Technical Skills

• Minimum 3 years' experience in a similar industry
• Excellent organization and communication skills
• Proficient knowledge of Microsoft Outlook, Word and PowerPoint – Previous experience using Concur would be desirable but not essential
• Proactive and able to work on own initiative as well as part of a team
• Decisive, resourceful and quick to prioritise
• High attention to detail
• Flexible and adaptable
• Resilient, with strong team focus

Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. We do not tolerate workplace discrimination, violence or harassment. We are proud to be an Equal Opportunity Employer and make employment decisions based on qualifications, merit and business needs, without regard to any characteristic protected by applicable law. Applicant information is collected and handled in accordance with our Applicant Privacy Notice.