Team Assistant

Date: 19 Jul 2024

Location: Sydney, Australia

Company: Canon

  • Client-based work location in CBD, Sydney
  • Full-time permanent position, 38 hours per week, Monday – Friday, 8.30 AM to 5.30 PM working schedule
  • Competitive salary and compulsory superannuation



About Us


As a market leader in Business Process Optimization and IT services for over 20 years, Canon Business Services ANZ helps organization optimize, automate and transform their operations, setting them up for greater growth. We work collaboratively with customers to get the results they want, delivering bespoke solutions designed to meet and exceed their business needs, overcoming challenges, and freeing them up to focus on what sets them apart.


We’re trusted by industry leaders because of our dedicated customer focus, and agile approaches to solving our clients’ key challenges. With a commitment to delivering the best service management experience possible, many clients have partnered with us for more than a decade. The solutions we deliver are reliable, scalable, and cost-effective, helping customers to not just get ahead but stay ahead.


When you join Canon Business Services ANZ, you’ll find a rewarding culture that values you. You’ll be empowered to focus on your career progression and turn your goals into reality as an integral part of the group’s success.



Role Overview


The Team Assistant will provide administrative support to several Managing Directors/Directors in the course of their work. The remit may vary considerably depending both on the nature of the roles of those being supported and the degree of administrative input required by the individual(s) to be supported. The Team Assistant tasks typically include diary/meeting management, devising effective travel schedules (including booking accommodation and all modes of transport, associated cost/ expense reconciliation and processing), maintaining and creating office documentation (e.g. spreadsheets, databases and presentation material), and facilitating team member productivity (e.g. new joiner acclimatization and system/property accesses). To perform the core administrative support role will require the Team Assistant to work in close collaboration with those supported to determine how best the support resources available can be utilised and administrative efficiency is prioritised. The Team Assistant will be in contact with many of those that interact with the individual(s) they support. There will be connections with other Team and Executive Assistants across the organisation to facilitate communication and co-ordination across the organisation.


Scope of the role includes:


  • Managing diaries – ensure that the individual is supplied with the appropriate documentation when attending meetings, video and audio conference calls.
  • Supporting Manager’s email monitoring and travel arrangements
  • Organising adhoc and regular meetings via video, audio conference calls or in person across a variety of time zones; coordinating diaries, booking meeting rooms, materials etc.
  • Sending e-mail notification of confirmed meetings with required information (i.e. dial-in number, meeting room location, reference documents etc.)
  • Providing availability as requested and entering confirmed details in the participant’s calendar and informing them of the calendar entry.
  • Ensuring expenses are claimed within deadlines and in line with the expense policy.


About You


You will be dealing with several senior and junior staff on a daily basis. You will also have experience of managing a large team who regularly travel to meet clients, the ability to correctly prioritise a high number of requests and be able to work calmly, efficiently, and effectively in a fast paced and pressurised environment.


Key Skills & Experience include:

  • Proven administrative experience in a similar role, preferably within the Corporate Finance business specifically.
  • Excellent communication skills, both written and verbal, demonstrating a passion for quality and attention to detail
  • Good organisational skills and the ability to prioritise workflow, demonstrating flexibility when handling multiple tasks.
  • Demonstrated ability to work well under pressure in a fast-paced environment.
  • Ability to deal with urgent situations is in a calm, efficient and pragmatic manner.


What we’ll offer you


A healthy, engaged and well-supported workforce are better equipped to do their best work and, more importantly, enjoy their lives inside and outside the workplace. That’s why we are committed to providing an environment with your development and wellbeing at its centre.


As an equal opportunity employer focused on strengthening our inclusive culture, all applicants will be considered and we welcome applications from people of all ages, cultures including Aboriginal and Torres Strait Islander peoples, or including Māori and Pasifika peoples, abilities, religious beliefs, national origin, sexual orientation and gender identities. Benefits/perks may vary depending on the nature of your employment with Canon Group and the country where you work.


All applicants must be eligible to work in the country they are applying to at the time of application.


Looking to join this diverse team? Apply online now.


Successful applicants will be notified of next steps.