Team Assistant at Stonehage Fleming

VERALL PURPOSE

• Supporting the Senior Portfolio Managers and other members of the Client Management team in Cape Town, in addition to supporting the rest of the Client Management team across offices (with support from other Executive Assistants) in providing an efficient and professional administration / assistant service.

WORKING RELATIONSHIPS

• This role reports to the Senior Portfolio Manager, in Cape Town and has a strong working relationship with the Investment team in Cape Town and Johannesburg. Other working relationships include (but not limited to) the general Stonehage Fleming Client Management Team and the Client Execution team, external investment managers, and linked investment service providers as well as client engagement.

PRINCIPAL ELEMENTS AND ACCOUNTABILITIES

• Diary management (anticipate diary needs / requirements and challenges): including meeting organisation and arrangement of business trips;
• Assist by reducing the number of decisions the Partner needs to make per day deciding and consulting with other team members when appropriate;
• Preparing for meetings including: collating and binding meeting materials, booking rooms, arranging lunches and issuing invitations;
• Proactively ensuring that manager is fully prepared for meetings. This includes ensuring that relevant documentation is given to him in advance and that the manager follows up on any action points from previous meetings in a timely manner;
• Managing the timely administration of expenses for manager and team;
• Checking emails and highlighting important and time-critical entries to the relevant individuals;
• Maintaining absolute confidentiality regarding sensitive personal, financial and commercial information;
• Drafting correspondence on behalf of managers;
• Minute taking of meetings;
• Participate in client interactions, clients signing documents, attending meetings, taking meeting minutes;
• To assist the team in freeing up their time;
• Assist with responding to general client queries, e.g. investments, withdrawals, tax & administration related queries, portfolio structuring, rebalancing, trades;
• Investment trade coordination: follow up to completion, liaising and following up with 3rd party investment providers (execution team);
• Managing team compliance matters, maintenance of compliance files ensuring that sufficient information is held to satisfy the relevant authorities, including CPD requirements;
• Liaising with certain designated clients in conjunction with the team on monthly statements, to clients, GBI valuations, deal with selected billing requirements;
• Assist the team to ensure that the tax reporting is executed as per client requirements;
• Administrative problem solving / value add;
• Liaising with 3rd party service providers and with various business contacts, including banks, investment houses etc.;
• Liaising with a third-party provider to facilitate the scheduling of domestic and international flights and accommodation for staff members within Stonehage Fleming;
• Carrying out ad-hoc duties and undertaking projects.
• Assist Social Committee in Cape Town

QUALIFICATIONS AND EXPERIENCE

• Educated to Degree level or equivalent;
• Extensive experience as a Team Assistant, Personal Assistant or similar role (preferably in the Finance industry).

COMPETENCIES AND BEHAVIOURS

• Advanced level in Microsoft Office Suite (including Word, Excel and PowerPoint);
• Outstanding organizational and time management skills with the ability to prioritise;
• Excellent verbal and written communications skills;
• Discretion and confidentiality;
• Ability to work in a fast-paced environment, meeting tight deadlines;
• Strong attention to detail;
• Ability to work independently as well as in a team;
• Proactive, thinks ahead and uses initiative;
• Excellent at building, maintaining and managing strong relationships across the business;
• Confidence to engage with stakeholders at all levels;
• Able to make decisions, take ownership and accept accountability;
• Demonstrates drive and enthusiasm for personal development;
• Adhere and live by the SF and IMSA Team values