Description:
At Masthead, our passion is keeping businesses in business. As a national supplier of risk management services to independent financial advisors and other licensed financial service providers (FSPs), 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. We believe in giving people the opportunity to take ownership of their roles. What we are looking for is someone with innovative thinking, unconventional ideas and a can-do attitude.
Position summary
We are seeking a highly organised and detail-oriented Compliance Co-ordinator to provide dedicated administrative and operational support to a team of Compliance Officers. This role is critical in ensuring the smooth coordination of compliance activities, accurate documentation, and efficient calendar and task management.
Duties And Responsibilities
Diary & Schedule Management
- Plan, manage, and coordinate diaries, appointments, and meetings for Compliance Officers.
- Arrange monthly and quarterly compliance and implementation meetings.
- Proactively adjust calendars to accommodate urgent requests, deadlines, and client engagements.
Meeting Preparation
- Prepare agendas, compile relevant documentation, and upload compliance reports to the auditing system in advance.
- Assist with scheduling and logistics for virtual and in-person meetings.
Client File and Data Management
- Maintain and update client records, engagement timelines, and tracking systems.
- Coordinate with the Regional Administrator to ensure CRM reflects accurate and current client data.
Task and Requirement Follow-Ups
- Track outstanding compliance deliverables.
- Follow up with internal and external stakeholders to ensure timely submission and task completion.
Document Editing and Presentation Support
- Edit, format, and proofread compliance documents, trackers, PowerPoint presentations, and training materials.
- Ensure all materials are clear, consistent, and brand-aligned.
Process Support
- Assist in maintaining and improving compliance workflows, checklists, and templates.
- Provide general administrative support to enhance team efficiency.
Requirements:
- Plan, manage, and coordinate diaries, appointments, and meetings for Compliance Officers.
- Arrange monthly and quarterly compliance and implementation meetings.
- Proactively adjust calendars to accommodate urgent requests, deadlines, and client engagements.
- Prepare agendas, compile relevant documentation, and upload compliance reports to the auditing system in advance.
- Assist with scheduling and logistics for virtual and in-person meetings.
- Maintain and update client records, engagement timelines, and tracking systems.
- Coordinate with the Regional Administrator to ensure CRM reflects accurate and current client data.
- Track outstanding compliance deliverables.
- Follow up with internal and external stakeholders to ensure timely submission and task completion.
- Edit, format, and proofread compliance documents, trackers, PowerPoint presentations, and training materials.
- Ensure all materials are clear, consistent, and brand-aligned.
- Assist in maintaining and improving compliance workflows, checklists, and templates.
- Provide general administrative support to enhance team efficiency.
- National Diploma or equivalent qualification in Office Administration, Business Management, Compliance, or a related field.
- At least 3–5 years of experience as a Personal Assistant, or Team Administrator, preferably in a compliance, financial services, or professional services environment.
- Proven experience managing complex calendars, meetings, and stakeholder communication.
- Experience working with compliance systems, CRM platforms, or document management tools is advantageous.
- Advanced qualification/proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Proficient in working with shared drives, cloud-based documentation systems, and virtual meeting platforms such as Microsoft Teams, PowerPoint, and Outlook.
- Exceptional attention to detail with a commitment to accuracy and quality.
- Methodical and structured approach to task and time management.
- Excellent written and verbal communication skills, with the ability to engage professionally at all levels.
- Proven ability to handle confidential and sensitive information with discretion and integrity.
- Highly organised, self-motivated, and proactive in managing responsibilities and anticipating team needs.
Minimum Requirements – Qualifications & Experience
- National Diploma or equivalent qualification in Office Administration, Business Management, Compliance, or a related field.
- At least 3–5 years of experience as a Personal Assistant, or Team Administrator, preferably in a compliance, financial services, or professional services environment.
- Proven experience managing complex calendars, meetings, and stakeholder communication.
- Experience working with compliance systems, CRM platforms, or document management tools is advantageous.
- Advanced qualification/proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Competencies And Skills
- Proficient in working with shared drives, cloud-based documentation systems, and virtual meeting platforms such as Microsoft Teams, PowerPoint, and Outlook.
- Exceptional attention to detail with a commitment to accuracy and quality.
- Methodical and structured approach to task and time management.
- Excellent written and verbal communication skills, with the ability to engage professionally at all levels.
- Proven ability to handle confidential and sensitive information with discretion and integrity.
- Highly organised, self-motivated, and proactive in managing responsibilities and anticipating team needs.
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.