Administrative Assistant to Financial Advisor

Overview:

The successful candidate will need to be self-motivated, driven and willing to work within a small team.

Responsibilities:

Secretarial/Personal Assistant:

• Initial point of contact, manage incoming calls, manage advisor calendars, and arrange appointments.

Administrative/Office Management:

• Ensure the effective delivery of administrative requirements within a specified framework and in a timely manner.
• General office management, ensure stationery and consumables are sufficient.

Client Service:

• Proactively manage all client queries and process all client related deliverables through to completion.
• Responsible for checking that all information and documents that go to clients and service providers are correct.
• Follow-up all on client transactions, implementation of new business etc. up until completion.
• Keep track of outstanding client deliverables ensuring deliverables are met in a timely manner, whilst keeping client informed.
• Ensure amendments to investments, insurance policies, etc. are speedily and correctly captured, and confirmed with client.
• Assist with Medical Aid claims, Gap claims, Life Cover claims and Short-term Insurance claims.
• Capturing all workflows, tasks and client interactions on the CRM system.

Operational:

• Ensure workflows, protocols and systems are fit for purpose.
• Champion new technology and improved processes to increase efficiencies.

• Ensuring CRM and hard copy files are FAIS and FICA compliant.
• Ensure all documents are stored digitally.
• Keep up to date registers to assist with internal compliance audits.

Requirements:

Education & Skills:

• Matric or higher
• Fluent in both English and Afrikaans
• Understanding of administrative functions for full financial planning spectrum

Experience:

A minimum of 5 years’ experience in a financial planning practice, administering a range of financial products and assisting financial planners

Characteristics:

• Candidate must be process focused, analytically inclined and work well with people
• Self-motivated, driven, with the willingness to take initiative, whilst being a team-player.
• Must be able to identify business areas for improvement and be willing to source, implement and champion solutions to improve the business
• Ability to interact with clients, staff and stakeholders with a high level of competency.

• Proficient with MS Office Suite
• Service Provider system knowledge beneficial
• Experience within a holistic financial planning environment required