Branch Administrative Assistant

The Role:

As the Branch Administrative Assistant, you will provide consistent, high-level office support to the Melbourne Branch. This role requires an individual with strong interpersonal, time management and organisation skills to be able to successfully manage various day-to day (and often simultaneous) tasks and complete within the set time frame, directing each request with precision and in a welcoming manner.

Working in a fast-paced environment, the role will require you to be across a wide range of tasks simultaneously. You will be required to interact with staff (at all levels), sometimes under pressure, remaining flexible, proactive, resourceful and efficient. Strong decision-making ability and attention to detail are important.

Reporting to the Branch Manager, Ord Minnett expects the Branch Administrative Assistant to uphold a strict level of confidentiality in their day-to-day dealings and possess a positive, professional, and willing attitude to all ad-hoc tasks.

Key Responsibilities:

• Provide direct support to private wealth assistants and private wealth advisers with day-to-day administration

• Coordinate branch communications, including handling calls, responding to emails, and interfacing with stakeholders.

• Support problem-solving and act as a resource to staff, without direct managerial responsibility.

• Maintaining attendance records for the Private Wealth team.

• Assist the Branch Manager with ongoing compliance monitoring, monthly branch audits and daily reporting, complaint handling.

• Coordinate adviser compliance reviews and ensure documentation is complete and compliant.

• Assist with onboarding of new advisers, ensuring systems access, compliance documentation, and induction processes are completed.

• Support client onboarding tasks, including mapping out processes and coordination with operations and product teams.

• Facilitate onboarding of Associate Advisers, Professional Year candidates and Graduates, supporting induction, training and integration into the Private Wealth Team.

• CPD monitoring (compliance) and daily advice records.

• Branch update drafting.

• Assist with projects and business improvement initiatives as directed by Management.

• Leads, website enquiry distribution.

• Promote a culture of integrity, professionalism, and adherence to procedures.

• Provide back-up support to the Office Manager in their absence to ensure continuity of operations.

• Communicate effectively with clients, advisers, and internal stakeholders across all levels of the organisation.

• Build trusted working relationships that align with the firms values and client-first approach.

Key Attributes:

• Strong understanding of compliance, risk and regulatory obligations under and AFSL

• Ability to follow and enforce procedures with attention to detail.

• High level of system acumen, CRM, portfolio platforms, MS office.

• Problem solving mindset and ability to adapt quickly to changing demands.

• Strong written and verbal communication skills

• Capability to manage multiple tasks and deadlines simultaneously.

• Positive attitude, honest and reliable.

• Self-directed, motivated and a strong work ethic.

• Efficient time management and organisation skills.

• Ability to work autonomously and in a team environment.

• A proactive approach and the ability to anticipate needs and prioritise tasks effectively.

Required Experience/ knowledge:

• Minimum 2 years experience in financial services, wealth management or a related field.

• Compliance knowledge and Adviser Assistant experience - highly regarded but not preference

• Preferred customer service experience - Experience in a client facing role

• Desire to build a career in wealth management with a strong compliance and client-service focus.

• Advanced Microsoft Office skills, with the ability to navigate firm-specific programs, software, and conferencing equipment.

• Database maintenance experience.

Joining Ord Minnett

Ord Minnett offers a unique opportunity to work with a dynamic and reputable firm. Elevate your career where you'll become an integral part of Australia's premier wealth management group.

Join us in shaping the future of the Australian investment landscape and be part of a team that values excellence, cohesiveness, a great work culture, where you'll be an integral part of a team committed to delivering top-tier services.

Ord Minnett does not accept unsolicited resumes from recruitment agencies and search firms. Please do not email or send unsolicited resumes to any Ord Minnett employee, location or address. Ord Minnett will not be responsible for, and will not pay, any fees, commissions or other payments related to unsolicited resumes.