Team Assistant

3 days ago

Claremont, South Africa Conova Full time

Our client, is looking to employ a experienced Team Assistant to provide administrative support to a Fixed Income team based in Cape Town.

**Key Responsibilities**:

- Providing administrative support for Investment teams including but not limited to diary management and general administrative support such as printing and binding, producing letters, booking couriers, taxis, rooms, managing stationery, organising team events etc.
- Support the team with task allocation and management
- Maintaining client meeting tracker and calendar
- Proactive thinking to anticipate issues in multi-time zones and complex diary management for members of the teams
- Compiling and distributing meeting packs in a timely manner
- Meeting Coordination: organising logistics for both internal and external meetings over various time-zones and different mediums, face to face, video conference, audio conference and telepresence
- Monthly management of travel & expenses process for the team
- Acting as the first point of contact for general and administrative queries
- Assisting in maintaining accurate records on the research management system
- Ability to prepare PowerPoint presentations, excel and word documents for team members as required
- Ad hoc project work
- Providing cover for departmental team assistants as and when required
- Providing phone coverage for allocated teams with the ability to handle calls in a professional manner, taking and passing on accurate and detailed phone messages in a timely manner.
**Technical Knowledge and Experience**:

- Proven experience of providing team assistant support to large and busy teams.
- Experience of working within the financial services sector (specifically Asset Management) of a similar size is highly desirable
- Experience of arranging complex global travel is essential
- Previous experience of compiling board packs and credit is advantages
- Degree qualified (highly desirable)

**System Skills**:

- Extensive Outlook experience and complex diary management
- Advanced Microsoft Word, Excel and PowerPoint
**Personal Attributes**:

- Excellent interpersonal and communication skills, ability to be clear and concise when passing on information
- Strong organisational skills
- Ability to be proactive and think quickly
- Ability to build and maintain relationships on all levels
- Ability to use own initiative
- Confidentiality and ability to handle sensitive matters at all times
- Composure under pressure
- High attention to detail
- Good gatekeeping skills
**Risk and 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

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