Description:
At Masthead (Pty) Ltd, our passion is keeping businesses in business. As a national supplier of practice management and business development services, and compliance monitoring of FAIS, FICA, POPI, and NCR, Masthead assists Independent Financial Advisors, corporate FSPs and other business sectors throughout South Africa so they can stay in business, improve productivity and prosper. We know this can only be achieved through the calibre of people we employ – people who are client focused, set themselves high standards of delivery and have a willingness to go the extra mile.
POSITION SUMMARY
To provide administrative and personal assistance to the Regional Manager while ensuring seamless coordination of compliance consultants and officers. This role also focuses on membership retention, Client Relationship Management (CRM) data management, operational efficiency, and webinar coordination within the Financial Services Provider (FSP).
Requirements:
- Diploma or Degree in Business Administration, Compliance, Finance, or related field (preferred).
- 2+ years of experience in an administrative, personal assistant, or compliance support role within an FSP.
- Familiarity with FAIS, FICA, and other regulatory frameworks (advantageous).
- Manage the Regional Manager’s schedule, appointments, and travel arrangements.
- Prepare reports, presentations, and correspondence as required.
- Act as the first point of contact for internal and external stakeholders.
- Ensure meeting agendas, minutes, and follow-ups are managed effectively.
- Assist with telephone calls and email distribution for member queries.
- Maintain and update CRM leads, ensuring accuracy before qualifying.
- Introduce and promote the Learning Centre to members and non-members.
- Ensure CRM system data is 100% accurate and up to date.
- Follow the full onboarding process for new members.
- Maintain FSP representative registers to match Masthead members in CRM and ensure accurate fee charges.
- Setup and manage webinars to ensure timely distribution of webinar invites.
- Handle difficult clients professionally and diplomatically.
- Enhance Regional Manager and Compliance Officer’s productivity through efficient administrative support.
- Record meetings and follow up on action points.
- Administer expense and debt management.
- Ensure compliance with POPIA front-office processes.
- Participate in Regional Administrator telecoms.
- Efficiently upload and maintain all member documents.
- Follow the FSP 6 process for new FSPs or changes in CO-SLA agreements.
- Maintain electronic personal files for compliance purposes.
- Assist in active and inactive fee collection, escalating inactive fees to debt collectors when necessary.
- Maintain a professional and welcoming reception area.
- Assist with additional tasks to support team efficiency and alleviate workload pressures.
- Manage office supplies, groceries, stationery, and office equipment.
- Strong organizational and multitasking abilities
- Address and resolve all queries effectively and timeously.
- Excellent verbal and written communication skills.
- Excellent telephonist skill.
- High attention to detail and ability to manage confidential information.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and CRM systems.
- Professional and friendly approach when dealing with internal and external stakeholders.
- Ability to handle difficult situations calmly and professionally.
- Knowledge of financial services regulations and compliance processes (advantageous).
MINIMUM REQUIREMENTS – QUALIFICATIONS & EXPERIENCE
- Diploma or Degree in Business Administration, Compliance, Finance, or related field (preferred).
- 2+ years of experience in an administrative, personal assistant, or compliance support role within an FSP.
- Familiarity with FAIS, FICA, and other regulatory frameworks (advantageous).
DUTIES AND RESPONSIBILITIES
Personal Assistance to Regional Manager
- Manage the Regional Manager’s schedule, appointments, and travel arrangements.
- Prepare reports, presentations, and correspondence as required.
- Act as the first point of contact for internal and external stakeholders.
- Ensure meeting agendas, minutes, and follow-ups are managed effectively.
Membership Growth & Retention
- Assist with telephone calls and email distribution for member queries.
- Maintain and update CRM leads, ensuring accuracy before qualifying.
- Introduce and promote the Learning Centre to members and non-members.
- Ensure CRM system data is 100% accurate and up to date.
- Follow the full onboarding process for new members.
- Maintain FSP representative registers to match Masthead members in CRM and ensure accurate fee charges.
Member Relationship Management
- Setup and manage webinars to ensure timely distribution of webinar invites.
- Handle difficult clients professionally and diplomatically.
Operational & Compliance Support
- Enhance Regional Manager and Compliance Officer’s productivity through efficient administrative support.
- Record meetings and follow up on action points.
- Administer expense and debt management.
- Ensure compliance with POPIA front-office processes.
- Participate in Regional Administrator telecoms.
- Efficiently upload and maintain all member documents.
- Follow the FSP 6 process for new FSPs or changes in CO-SLA agreements.
- Maintain electronic personal files for compliance purposes.
- Assist in active and inactive fee collection, escalating inactive fees to debt collectors when necessary.
General Office & Reception Management
- Maintain a professional and welcoming reception area.
- Assist with additional tasks to support team efficiency and alleviate workload pressures.
- Manage office supplies, groceries, stationery, and office equipment.
COMPETENCIES AND SKILLS
- Strong organizational and multitasking abilities
- Address and resolve all queries effectively and timeously.
- Excellent verbal and written communication skills.
- Excellent telephonist skill.
- High attention to detail and ability to manage confidential information.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and CRM systems.
- Professional and friendly approach when dealing with internal and external stakeholders.
- Ability to handle difficult situations calmly and professionally.
- Knowledge of financial services regulations and compliance processes (advantageous).
The cut-off date for applications is 20 March 2025
Masthead is committed to transformation. Meeting our employment equity goals will be taken into account in our recruitment decisions.
Should you receive no correspondence within two weeks of the closing date of this job advert, please consider your application unsuccessful.