Manager, Administration Services

Notes to applicants:

• Dimensional sees great value from collaborating in our offices and appreciates the benefits of flexibility. Most roles fit our office-first hybrid approach which includes working 3 days in the office and the choice to work 2 days in the office or remotely, depending on what is best for that work day. This maximizes in person collaboration and interaction while simultaneously providing flexibility. This broad universal approach applies to most roles globally with a few exceptions that require more or less time in the office. Please discuss with your Recruiter to confirm the details for this specific role.

• Resumes and portfolios (when applicable) are required as part of your application. When applying from a mobile device or tablet, you may not be able to attach a resume. If you cannot include an attachment at the time of your application, you will receive a follow up email asking you to attach your resume from a computer.

• Here at Dimensional, we strive to be an inclusive workplace for all. Even if you do not match every qualification listed, if you are interested in who we are, what we do, and why we do it, we suggest and encourage you to apply.

• If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, such accommodation is available upon request.

Job Description:

Manager, Administrative Services

Dimensional Fund Advisors is looking to hire an experienced Manager, Administrative Services to support senior leaders in multiple departments.  This is an opportunity to work in a dynamic culture of collaboration and innovation as part of a global business.  This position will be responsible for managing a team of Assistants who are based in Sydney and Melbourne and will provide administration support to multiple departments such as Portfolio Management, Trading and the Global Client Group.

The role is based in the Sydney office.

Responsibilities:

• Lead, mentor, and manage a team of Assistants, providing guidance, support, and fostering a collaborative environment
• Work with the team to streamline and optimize processes that enhance productivity and efficiency across channels and departments
• Assign tasks and responsibilities to the administration team, ensuring accuracy and timeliness
• Identify training needs within the team and provide relevant coaching and development opportunities
• Conduct regular performance evaluations, provide constructive feedback, and recognize top performers
• Address and resolve any issues or challenges that arise within the team, ensuring a proactive and solutions-oriented approach
• Support and strategically partner with departmental and channel heads
• Prepare Excel and PowerPoint presentations for senior leadership, often on sensitive or confidential matters
• Collaborate with key stakeholders across the firm to facilitate department, channel and administration team goals
• Create and process expense reports
• Assist with domestic and international travel arrangements
• Assist with planning internal and external meetings and events
• Create and/or maintain internal channel intranet pages (Confluence, SharePoint)
• Provide reports and maintain data integrity of the Customer Relationship Management System
• Manage marketing materials including upkeep of in-house stock, assist with client requests and coordinate large-scale mail-outs
• Other ad hoc duties may include but are not limited to; word processing, record keeping, reports, filing and printing.

Skills and Qualifications:

• At least 7 years of experience in administration or team assistant roles, ideally working in a global funds management or financial services business
• At least 2 years of experience managing teams in administration or support roles
• Strong stakeholder management skills with a track record of supporting multiple departments and senior leaders in a matrix environment
• Experience in calendar management, event planning, domestic and international travel bookings and scheduling meetings & conferences across multiple timezones
• Strong communication skills, both verbal and written
• Strong leadership, team management and delegation skills, with a track record of developing and motivating teams
• Experience with Customer Relationship Management systems, online expense reporting tools and inhouse electronic filing systems.  Experience working with SAP Concur Expense management, ZOOM, Microsoft Dynamics CRM, Confluence preferred.
• A self-starter who can juggle multiple tasks and competing priorities
• Strong organizational skills and an unwavering attention to detail
• A problem-solving mindset with a proactive approach to challenges
• An understanding of, or genuine interest in, the funds management industry
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Bachelor's degree and/or post graduate qualifications preferred

Dimensional offers a variety of programs to help take care of you, your family, and your career, including comprehensive benefits, educational initiatives, and special celebrations of our history, culture, and growth.

It is the policy of the Company to provide equal opportunity for all employees and applicants.  The Company recruits, hires, trains, promotes, compensates, and administers all personnel actions without regard to actual or perceived race, color, religion, religious practice, creed, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), caregiver status, gender, gender identity, gender expression, transgender identity, national origin, age, mental or physical disability, ancestry, medical condition, marital status, familial status, domestic partnership status, military or veteran status or service, unemployment status, citizenship status or alienage, sexual orientation, status as a victim of domestic violence, status as a victim of stalking, status as a victim of sex offenses, genetic information, political activities or recreational activities, arrest or conviction record, salary history, natural hairstyle or any other status protected by applicable law except as otherwise required or permitted by law or regulation applicable to the Company or its affiliates.