Administrative Assistant to Financial Advisor

SUMMARY:
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POSITION INFO:

Overview:

Our client is a growing holistic independent financial planning business, dedicated to helping clients achieve long-term financial security through tailored advice and comprehensive financial planning. They specialize in investment management, retirement, and estate planning, providing personalized solutions that align with each client’s unique financial goals. 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.

Compliance

• 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.

Technology and Systems

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