Afrizan People Intelligence (PTY) LTD: Team Assistant

Team Assistant

Introduction

Team assistant to the SA Unit Trusts? team. Must have extensive experience in events planning as 50% of the role focuses on events.

Description

Key Responsibilities

Team Assistant:
• Extensive diary management (especially management of people and
time)
• Travel arrangements including flights, car hire and accommodation
• Meeting arrangements (internal and external)
• Deal with client and staff queries in a professional manner
• Typing and formatting of documents and management of folders
• Taking actions at internal meetings and distributing to the team
• Miscellaneous errands as and when requested
• Coordinating due diligences, client meetings
• Booking meeting rooms / venues
• Compile meeting packs – printing and binding
• Receiving visitors / clients
• Arranging catering and refreshments for meetings
• Manage and reconcile all expenses on the expense system (KDS)
• Arrange client gifts as and when necessary
• Compliance – Ensuring that compliance approval is received in
accordance with the FAIS regulations
• Ensure the office is tidy and log any issues with facilities accordingly

Events Responsibility:
• Arranging smaller ad hoc events (maximum 50 people)
• Coordination of external client events which includes but not limited
to road shows, workshops, client conferences, golf days, breakfasts,
lunches etc.
• Assisting in the coordination of internal staff team buildings / offsites
• Ability to travel
• Brief and objective discussions with Sales Manager and budget
management
• Sourcing venues for events, dinners, workshops etc
• Distribution of invitations and following-up with clients via
Salesforce and CVent
• Conducting electronic RSVPs and capturing all information correctly
for all events
• Assisting in the online registration of guests at events as well as
helping with set-up of the event, attending and helping with smooth
running of event on the day
• Printing & collation of conference / roadshow / workshop/
information packs
• Providing final reporting post an event for event follow-ups

Risk & Compliance Responsibilities:
• Adhering to the Code of Ethics and related policies, including
personal account dealing, gifts, market abuse, etc.
• Ensuring Compliance training, declarations and relevant forms are
completed on a timely basis
• Ensuring that firm and client data and property, including IT data, are
properly protected
• Reporting any possible and actual breaches, errors, complaints or
conduct issues.
• Reporting any suspicion that a client, investor, or employee may be
involved in money laundering, fraud or other crime such as market
abuse

Profile

Candidate Requirements

Technical Knowledge and Experience:
• Degree educated
• 3-5 years’ experience as a team assistant within the financial
services industry.
• Work experience as an executive assistant to a client service team
or senior management is essential
• Excellent written and verbal communication skills

System Skills:
• Extensive Outlook experience
• Advanced Microsoft Word, Excel and Powerpoint

Personal Attributes:
• Strong organizational capabilities
• Good communication and interpersonal skills
• Ability to work under pressure and use initiative as required
• Flexible, self-starter and able to cope under pressure
• The ability to work for a team of individuals, rather than a single
person is important
• Must possess good attention to detail and require minimum
supervision
• Motivated, patient, conscientious and proactive
• Systematic and administration orientated
• Ability to ensure sound team functionality
• Excellent telephone manner
• Able to work after hours if required

Kindly note that if you havent received feedback within 3 weeks of submitting your application, consider it as unsuccessful