Administration Assistant

5 days ago

Adelaide, South Australia people2people Full time

About the Role

As an Administration Assistant, you will be working in the Wealth Advisory department in our Adelaide office on a full-time basis. This is a multifaceted and fast-paced role, where you will be responsible for reception, office administration, and secretarial duties. You will also serve as a crucial liaison and support for the Adelaide office, which consists of over 100 individuals.

  • Manage the Managing Director's diaries, booking meetings, phone calls, Zoom calls, client hospitality, travel, and accommodation bookings, as well as catering order requests.
  • Triage new enquiry calls and website approaches.
  • Manage Strongbox for the WA Division, including storage and removal of documents, updating the database, and electronic filing of documents.
  • Create new opportunities and open and close matters.
  • Prepare agendas, attend, and take minutes for WA Team and Innovation Committee meetings.
  • Perform various administrative tasks, scanning, filing, drafting of routine correspondence.
  • Prepare upfront bills.
  • Maintain databases, change of details on Xplan, and with third-party investment providers.
  • Print, bind, and post out reviews and Statements of Advice.
  • Assist with corporate actions and property syndicates as required.
  • Provide backup support for fee consent and OFA/FDS reporting.
  • Assist finance with commissions import.
  • Review, format, and circulate the monthly Investment View e-Newsletter to clients.
  • Maintain a supply of printed marketing materials and prepare adviser packs for new clients.
  • Attend to time recording and costing requirements, and raise invoices as required.
  • Compile bulk transacting spreadsheets prior to payment authorisation by Directors.
  • Maintain and update Administration Assistant procedure guides.
  • Improve the client and user experience within the Wealth Advisory division.
  • Undertake any other duties of a similar level and responsibility as may be required from time to time.
  • Routine problem-solving and triage of queries.
  • Triage Review Implementation documents.
  • Assist with onboarding and offboarding staff.
  • Renew Accountant Certificates.
  • Monthly write-offs and ups in APS and FUM reporting.
  • EOM revenue matching in Worksorted.
  • Assist with marketing initiatives as required.

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