Business & Administration Coordinator

Position purpose

The Business & Administrative Coordinator will be responsible for the delivery of business management and administrative support for the Capital Markets Group (CMG) in Australia. This role will provide a range of administrative support contributing to the effective operation of the Capital Markets team and must have the ability to bridge between APAC, local stakeholders and clients for the daily work tasks. The position provides an opportunity to gain front office banking exposure and be part of a team tasked with leading the bank’s energy transition ambitions in Australia.

Key Responsibilities

• Serve as the CMG central point of contact for responding to local and APAC Regional requests and enquiries in relation to business and activities, project coordination and ad-hoc analysis.
• Produce high quality reports and presentations used in client meetings, internal presentations and governance forums through effective cooperation and coordination with business areas and Functions. This includes preparation and updating of internal presentations, pitch books and credentials.
• Collate information and coordinate reporting including weekly reporting to APAC Management on upcoming files coming to credit, client meetings and deal activity reporting and collation and preparation of monthly budget reporting to the APAC regional team and quarterly funding plans.
• Review of management and risk reporting and reconciliation / follow-up of any discrepancies including with respect to managed revenues, capital and liquidity charges and covenant reporting.
• Support the Head of CMG to liaise with the team and management in the annual budget process preparation and ongoing monitoring.
• Accurate recording, transcription and timely distribution minutes of meetings to relevant stakeholders.
• To provide support in processing legal documentation and internal deal execution support including coordination with Territory Legal, Compliance, KYC Due Diligence Teams, ITO and Loan Operations as required for preparation and logistics for documentation signing.
• Support calendar coverage from time to time, and travel & expense processing for Head of CMG.
• Coordination of client activities and events:
  • Coordination of travel and conference activities for CMG team.
  • Maintaining and updating client contact information database.
  • Client event coordination, e.g. meeting coordination, visitor support, venue or catering arrangements, name badges, agendas, briefing etc.
  • Preparation of documentation including PowerPoint presentation, marketing collateral, etc.
  • Close collaboration with Brand & Communications on client events.

Contributing Responsibilities

• Work closely with support staff across the Territory to assist in back up arrangements where required i.e. in the case of absence or annual leave.
• Contribute to the Permanent Control Framework
• Backup for other executive assistances in period of absence and holidays.
• Participating in supporting Head of Territory administration in rotation.

Technical & Behavioral Competencies

• Technical competency – must be highly competent in PowerPoint , Excel and Word and also comfortable in dealing with internal and external technologies
• Attention to detail – Ability to pay attention to detail, ensure accuracy and implement processes to ensure quality of output. Ensures high personal standards in all areas of work and ideally with past-experience in budget preparation, reconciliation and forecasting.
• Collaborative approach - Support and show respect for others. Puts people first, and work effectively with individuals, teams and clients.
• Communication – Display professional and effective communication and liaison skills with both internal staff and external stakeholders at all levels. Expressing ideas effectively in individual and group situations. Adjusting communication style to match the needs of the audience.
• Innovation - Proactively look for opportunities for continuous improvement and think creatively
• Organizational planning and execution - Establishes courses of action for self and others to ensure work is completed efficiently. Effectively manages own time and resources to meet event deadlines and quality standards
• Team Orientation - Works with the team and the broader organization towards shared goals and treats all colleagues and clients as partners
• Budget and Forecasting – Ability to prepare, set up and follow budgets.