Portfolio Assistant

Role Purpose

Providing business support to the business leader and designated team portfolio by coordination of operational tasks, projects and processes.

Requirements

• Matric or equivalent
• Post matric qualification in office admin or related (preferred)
• 2-5 years secretarial/administrative experience
• Advantageous to have experience in coordinating team-based projects and processes

Duties and Responsibilities

Coordinate administrative activities in terms of operational tasks, efficiencies, and processes in support to the Sale Executive

• Actively supporting the Sales Executive during the Hire Right recruitment process by ensuring all administrative practices are in place to ensure the Hire Right recruitment practices transition effectively and sustainably
• Enable effective and efficient administrative management in the Hire Right recruitment practice by collating, compiling, and distributing all supporting documentation (i.e., interview packs; assisting with reference checks; MIE checks and verification, collection of all necessary documentations; assisting with scheduling of assessments; completing of grids for fit proper verification and supporting the onboarding process) in a timely manner
• Monitor and report on the recruitment processes for quality and effectiveness and assist as required
• Monitor and report on financial advisors exits or book transfer so that the Sale Executive can accurately forecast process, practice, and people perspective
• Ensure efficient and effective business practice by
• pro-actively coordinate and optimise the diary management activities of the Sale Executive
• ensuring all travel arrangements are arranged with all supporting relevant documentation for travel-related meetings are compiled and coordinated in a timely manner
• actively support the flow of information on the right digital platforms, ensuring that the right documents are uploaded; monitoring of expenses; ensuring vendor/ courier services payments are processed through JDE in a timely manner and the assistance of Jira calls for new/current financial planners and/or general Jira calls
• pro-actively correspondence and respond independently where possible on behalf of the Sales Executive in accordance with diary and inbox management
• actively drive the logistics function of business events (i.e., planner day)/conferences/meetings and arranging of courier services and by ensuring all arrangements are done within budget
• ensure that the Sale Executive adopt digital opportunities identified on the PeopleSoft practice management platform i.e., Recognition, Performance Excellence, PeopleConnect
• Engage with internal and external stakeholders to provide relevant administrative support in a proficient and professional manner (i.e., assisting Franchise House or Retail/M Practice transfer process needs, allowances, financial assistance request, administrative support to supervisors and managing of business card requests)
• Ensure all necessary documentation is in place in order to activate necessary processes effectively with the payroll department (i.e., commission payment enquiries, payments, deduction enquiries, advance requests, agreements, and document requests)
• Ensure accurate information is circulated to the relevant parties in a timely manner i.e., assisting with F&P annexures
• Ensure relevant business administrative tasks, projects processes are effectively co-ordinated i.e., adding or removing a license category for an existing planner and the collection of supervisor assessments
• Preparation of basic financial information (Hubble and JDE) is compiled and prepared for analysis to the Sales Executive in a timely manner
• Ensure accurate information for presentation and monthly financial and production reports are collated, compiled, and distributed in a timely manner
• Day-to-day issues related to the support of the business tasks, projects, processes to be dealt with efficiently and effectively and communicated to the Sale Executive
• Become knowledgeable on the i-box digital platform to contribute towards information management, i.e., to report on the financial advisor license categories and/or to actively update financial advisor information on the system
• In partnership with the Sale Executive, support compliance in line with
• Informing financial planners of Product Updates and Product Specific Training and to follow up
• Managing of CMS renewals and reimbursement
• Submit and monitor request for FPI renewals and reimbursements
• Monitor completion of compliance training of the Sale Executives
• Submission of affidavits to Legal team regarding ASISA and POPIA documentations
• Actively drive the activity tracking to ensure the Sale Executive achieves sale targets within their business
• Keeping abreast of relevant information such as informing the Sale Executives of the top achievers from Aquillo recognition programme
• Provide ongoing support to the Sale Executive so that they can facilitate growth and sustained business relationship
• Effectively support performance excellence within the team in order to ensure business objectives by agreeing on team goals and having regular dialogue to achieve meaningful and significant impact
• Contribute to solutions to improve workflow and processes, which includes the optimisation of email and information management
• Ensure enquiries from internal and external clients on day-to-day issues are answered promptly and accurately
• Ensure files are digitalised and easily accessible Engage with clients in a client centric manner (Client Services)
• Build and maintain partnerships with relevant stakeholders to understand business priorities and requirements.
• Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service
• Develop and maintain productive and collaborative working relationships with peers and stakeholders

Self-management and teamwork

(People)

• Identify own growth and development needs and facilitate growth opportunities to enable ongoing learning and development
• Continuously develop own expertise in terms of professional, industry and legislation knowledge
• Contribute to continuous innovation through the development, sharing and implementation of new ideas

Contribute to financial controls

(Finance)

• Control and check expense claims for authorisation
• Prepare and check invoices and arrange for payments
• Identify solutions to enhance cost effectiveness and increase operational efficiency
• Manage financial and other company resources under your control with due respect