Administrator / P.A. (Financial Services)

SUMMARY:
This role provides a critical level of support to the business development activities of company by supporting the International Business Consultants (IBC) to help them operate more efficiently through internal liaison with key stakeholders and liaison with external parties such as financial advisers (IFAs) and partner firms.

POSITION INFO:

The role has several key areas which include supporting administrative tasks such as the provision of information to IFAs, establishment of meetings, reporting of IBC activities, IFA training, support on case management, CRM data management, and supporting on pitch development. As the holder of this role, you are required to be personable, have good communication skills, organised and be able to manage multiple tasks. The post holder must have the aptitude to understand technical concepts and efficiently manage administrative processes.

International Business Consultants Support

• Constant management of the CRM systems to ensure accounts and contacts are established and correctly loaded, current and accurate.
• Ensuring meetings, calls and emails of IBC are stored on the CRM system.
• Manage and maintain calendars, scheduling meetings, client reviews, and travel arrangements.
• Prepare meeting agendas, minutes, and follow-up actions.
• Screen calls, emails, and correspondence, responding where appropriate
• Administering the TOB process for all new IFA relationships and liaise with all relevant parties including assignment of TOBs to IBC’s when the Business Development Support person is on leave.
• Working with Marketing to ensure the allocation of prospects to IBC’s resulting from lead generation initiatives.
• Supporting IBC’s at events and networking with IFAs and data collection and follow up.
• Assist IBC’s with general support around information requests around products.
• Assisting with the preparation of presentations and pitches for prospective IFAs.
• Assisting with designing processes or frameworks to make the IBCs more efficient.
• Assisting with designing supporting material to assist advisers.
• Provide comprehensive administrative support to the IBCs.

Relationship Management & Servicing

• Assist in establishing and maintaining effective relationships with IFAs via email, phone, and in person.
• Take responsibility for ensuring IFAs are trained or have access to training on administrative, product and AML matter.
• Assist in delivering the IFA service model through in person and online IFA engagement.
• Visiting accounts or attending events where needed.
• Establishing and maintaining effective relationships internally with key decision makers and stakeholders, in particular Client Operations and Client Support and acting as a conduit between the IBC’s and operational side of the business.

Reporting

• Take responsibility for reporting and analyses of business flows, account activity including new accounts (TOB), trends, target versus actual levels of business, funding levels and activity both at account level but also for internal reporting on business development activities in the Business Development Team.
• Provide regular briefing and reporting on all new TOB and progress in respect of developing these accounts into business generating accounts in the Business Development Team.
• Monitor deadlines and ensure deliverables are met timeously.

Recommended Qualifications:

• Diploma or degree in Business Administration, Finance, or a related field (preferred).
• 2–3 years’ experience as a Personal Assistant, Executive Assistant, or in a financial services environment.
• Experience working with financial advisers, wealth management firms, or consulting environments is highly advantageous

Competencies

• Strong organisational and time management skills.
• High attention to detail and accuracy.
• Proficiency in customer relationship management (CRM) software.
• Strong verbal and written communication skills.
• Ability to build and maintain relationships with IFAs.
• Knowledge of administrative and operational processes.
• Strong empathetic disposition to deal with challenging circumstances.
• Ability to work independently and as part of a team.
• Flexibility and adaptability to change.
• Accountability of tasks and takes ownership of projects.
• High level of integrity and adherence to ethical standards.