Assistant | IFA Distribution | Western Cape at Allan Gray Proprietary Limited

Job Description

• Allan Gray is looking for an Assistant to join the team on a permanent basis. This role would be ideal for a proactive and detail-orientated individual who is passionate about maintaining a professional office environment and coordinating events, enjoys getting things done, and works well as part of a team.
• At Allan Gray, you will spend your days doing meaningful and engaging work alongside smart, inspiring colleagues. Our steadfast commitment to long-term investing extends to our people. We embrace diversity and offer a supportive working environment, performance-based financial rewards, and opportunities for career and skills development. Growth is an essential part of your journey at Allan Gray, and our accessible leaders will support your development and help set you up for a long-term career.
• The Distribution Support Assistant plays a key role in coordinating and supporting teams regionally and nationally, helping to provide optimal service to our external clients and the wider Distribution team.

Responsibilities
Distribution & Team Enablement

• Provide proactive operational and administrative support to the Regional Manager and CT Distribution team.
• Coordinate key team activities, meetings, diaries, travel and regional requirements.
• Maintain accurate and accessible information, trackers, records and supporting documentation.
• Anticipate team requirements and proactively address gaps or potential issues.
• Support the Regional Manager and wider team with information required for planning and decision-making.

Event Planning & Coordination

• Coordinate events effectively while ensuring adherence to business values, standards and operational requirements.
• Working independently to coordinate allocated regional, IFA / Client and Distribution events from pre-event planning through to post-event completion.
• Working with different stakeholders; i.e. Internal to External 
• Ability to manage multiple events and being flexible, working at different times when needed. 
• Manage invitations, RSVPs, venues, suppliers, presenters, catering, event materials and on-the-day logistics.
• Maintain the regional events calendar and proactively identify scheduling conflicts.
• Manage post-event activities including attendance records, CPD requirements, stakeholder communication, expenditure and record keeping.
• Provide regional support for national events when required.
• Being the support person for DSA's in terms of events for your team and broader distribution. 

Stakeholder Engagement

• Build and maintain effective working relationships with internal and external stakeholders.
• Understand stakeholder requirements and coordinate appropriate support.
• Communicate proactively throughout activities and projects, particularly regarding risks, delays, changes or opportunities.
• Act as a central coordination point between relevant teams, stakeholders and service providers.
• Provide consistent and professional stakeholder experience.

Operational & Financial Controls

• Coordinate invoice approvals, payments and supporting documentation.
• Maintain accurate expenditure, budget and reconciliation records for the CT team.
• Monitor costs and proactively flag discrepancies or potential overspend.
• Maintain appropriate controls and accurate, complete and up-to-date records for COI, Web Expenses, Business Central, CPD and team budgets

Skills, Competencies and Experience required

• Demonstrates a highly proactive and self-directed approach, with a high level of accountability and follow-through.
• Strong planning, organisation and prioritisation skills, with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent attention to detail and a consistent focus on accuracy.
• Strong stakeholder engagement and interpersonal skills, with the ability to manage multiple stakeholders and workstreams effectively.
• Clear written and verbal communication skills.
• Strong problem-solving ability and sound judgement.
• Ability to work independently while contributing effectively within a team.
• Ability to remain composed and effective under pressure.
• Demonstrates a continuous improvement mindset.
• Strong numerical and analytical capability

Technical skills required

• Intermediate to advanced proficiency in Microsoft Excel, including managing and reconciling data, maintaining structured trackers, applying formulas and functions, performing lookups and data validation, sorting, filtering and analysing information, creating PivotTables and summaries, and presenting clear insights to management and stakeholders.
• Strong working proficiency in Microsoft Outlook, Word, PowerPoint and Teams.

Advantageous experience

• Experience in co-ordination, specialist or operational support, events, or a Distribution environment would be advantageous.
• Experience working with budgets, reconciliations, reporting and operational data would be advantageous.

Minimum Qualifications

• Relevant degree or diploma
• Valid driver's license and ability to travel when required, where applicable to the role.