The purpose of this role is to provide administration and secretarial support to the CCO,
Business Development and Client Management team

SPECIFIC REQUIREMENTS
• Matric
• Administration diploma/degree or equivalence
• At least 3 years work experience as a Personal Assistant, or similar role
• Understanding of investment management industry
• Competency with MS Office suite

ROLE OUTPUTS
Calendar Management
Schedule meetings with internal and external stakeholders, as directed by the CCO.
Input meetings in the calendar for the team while ensuring there are never meeting overlaps.
Actively assist the CCO and team to research, where applicable, and prepare
accordingly for meetings with internal and external stakeholders.
Actively keep track of meeting frequency and entities met to ensure that all clients and potential clients are met frequently.
Where meetings are at the office, ensure guests are well received and well attended to.
For due diligences, whether onsite or offsite, ensure that proper arrangements are made for smooth running of these meetings (prepare Board room, refreshments, meeting packs, etc).
Keep track of meetings on CRM.
Travel Management
Plan and book all travel arrangements, including itinerary, flights, car hire and accommodation bookings for the CCO and the BD team.
Ensure that the CCO and BD team travellers have all required documents prior to travelling.
Keep track and actively monitor all travel as well as associated costs/ expenses.
Keep a database of hotels across the regions and cities frequently visited by the CCO and BD team (include price ranges)

Supplier Management
Ensure suppliers database is updated all information and ensure that Service
Providers are recorded as per the company’s procurement policy.

Ensure that all BBBEE compliant document are up to date and application forms are properly completed and submitted to finance.
Expense Management
Credit card recons and expense claims for the CCO & team.
Actively monitor expenses to avoid wastage.

Events Management
Manage BD related events, from initial receipt of the request to implementation.
Constantly be creative on ideas for the execution of events.
Keep a database of establishments (restaurants) that are suitable for meetings held by the CCO and team.
Keep track of events and clients engaged, to always ensure that the CCO and team is aware of who was engaged.
Engage with Finance and other stakeholders in the successful
implementation of these events

Business Understanding
Actively manage emails as directed by the CCO, ensuring that, where applicable, tasks are disseminated to the relevant stakeholders.
Actively monitor client tasks/ queries to ensure team does not miss client deadlines.
Management of the AUM spreadsheet, as well as have an appreciation of data inputs/ analysis thereof.
Typing, formatting, and editing reports and documents.
Work closely with the team in the completion of questionnaires and DDQ
Monitoring of the tender processes and being involved where required.
Work closely with Marketing team to ensure CCO and team presentations are timeously and accurately formatted.
Compile monthly performance survey and distribute to stakeholders, and ensure online database is updated with performance numbers.

Administration
o Involvement in general administrative duties as they arise for the team and CCO, including CPD monitoring for CCO.
Keep track and record all new contacts made by the CCO and BD team.

COMPETENCIES & SKILLS

Deadline driven
Relationship Management and Networking
Strong communication skills in both written and verbal forms
Discretion when handling extremely sensitive and confidential material.
Flexibility and adaptability to varying workload, including with regards to working hours.

Planning, events management, and organising/ implementation
Proactive and creativity
Leading and Living the Vision and Values

Teamwork and Cooperation
Detail orientation