Fiduciary Assistant

Purpose of the role

Provide complete administrative support to enable the Fiduciary specialists to implement and administer

estate planning solutions and services for high-net-worth clients, including trust administration

Responsibilities | Skills

General administration practice management

• Proactively manage files by following up with clients regarding signature of Wills, trust documents and all issues relating to estate planning as well as assisting with reporting to clients on progress.
• Diary management: proactively set up meetings, internal and external, and prepare relevant documentation.
• Bill in line with the fiduciary services model work with the Fiduciary billing module on Tyrus, complete the annual trusteeship and trust administration fee sheet, send invoices to clients and timeous debt collection (less than 5% of book sitting at >90 days).

Compliance and data integrity and security

• Fiduciary-only and other FICA compliance and FAIS compliance on trust bank accounts.
• Compliance with all processes, including all measures to protect data security and combat fraud.
• Maintenance of hard files and accurate and timeous scanning of all documentation on Tyrus.
• Consistent and accurate use of the task system on Tyrus, ensuring institutional memory and continuity.

Trust administration

• AGM preparation: arrange, meeting pack, attend to action items, follow up on signed documents.
• Efficiently manage trust bank accounts: administration, reconciliations, compliance documentation.
• Prepare documentation: accurately prepare basic trust documents governing different transactions (trustee resolutions, donation agreements, loan agreements, compliance documents etc.) in compliance with Citadel house style and statutory requirements.
• Financial statements and tax returns: liaise with and provide source documents to accountants to ensure timeous preparation of financials and rendering of tax return.
• Liaise with the Master's office and following up on documents to ensure quick turnaround.

Knowledge and knowledge sharing

• Attend and participate in operational and other team meetings.
• Suggest and follow standardised processes and procedures implemented in the team, including participation in and the implementation of all ad hoc projects and initiatives.
• Improve personal capability and stay abreast of developments in field of expertise by identifying training courses and career progression for self through input and feedback from Manager and estates administrator.
• Ensure personal growth and enable effectiveness in performance of role and responsibilities by completing all learning activities.
• Maintain knowledge and share knowledge with colleagues.
• Motivate, inspire and support colleagues.

General

• Work cost-effectively, efficiently and in an environmentally aware manner, including minimising printing and going paperless.
• Identify and recommend opportunities to enhance processes, systems and policies in Fiduciary and support the implementation of new processes, policies and systems.
• Identify and action business development opportunities and enhance cross-sales.
• Contribute to a culture conducive to the achievement of transformation goals.

Technology exposure

• Microsoft packages, Outlook, Word and Excel in particular.

The ability to learn new systems with confidence