Administrative Assistant

Job Description

"Efficient and detail-focused Administration Assistant supporting financial planning teams—ensuring seamless client service, accurate portfolio administration, and smooth workflow execution."

Job Overview:

Provide high-quality administrative and client support across the financial planning lifecycle. Support advisers before and after client meetings, assist with review cycles, coordinate advice implementation, manage investment platform administration, and maintain accurate records and workflow. Deliver professional service while ensuring compliance, audit readiness, and timely execution of all tasks under adviser instruction.

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Key Responsibilities:

• Client Service & Communication:
• Respond to client inquiries professionally and promptly.
• Prepare meeting packs, agendas, and action follow-ups.
• Maintain accurate client records and CRM notes.
• Coordinate with third parties (platforms, insurers, super funds, accountants).
• Meeting Preparation & Diary Support:
• Assist advisers with meeting prep, agenda templates, and review packs.
• Collate client information: investments, superannuation, insurance.
• Review Cycle Management & Document Prep:
• Manage end-to-end review processes: scheduling, data collection, follow-ups, file completion.
• Prepare performance snapshots, holdings summaries, implementation status reports, and action lists.
• Lead/coordinate client services team output: report consistency, accuracy, and delivery tracking.
• Investment Administration & Portfolio Support:
• Support portfolio implementation, monitoring, and rebalancing under instruction.
• Collate holdings and platform reports; prepare transaction/rebalancing packs.
• Maintain registers, logs, model portfolios, and performance tracking.
• Liaise with providers for information on fees, reports, and operational requirements.
• Advice Implementation & Platform Processing:
• Process applications, rollovers, switches, contributions/withdrawals under supervision.
• Track outstanding items: IDs, authorities, statements, signatures.
• Maintain audit-ready records with confirmations and supporting documentation.
• Compliance, Filing & Workflow Control:
• Organize electronic files following naming conventions and folder structures.
• Prepare documentation for compliance: checklists, file completeness, evidence collation.
• Maintain workflow boards/tasks, update statuses, and escalate blockers.
• Provide general admin support and ad hoc project assistance.

Requirements

Qualifications & Skills:

• Exceptional attention to detail, organis​ational skills, and disciplined filing.
• Strong written and verbal co​mmunication; client-focused and professional.
• Technology proficient: Microsoft Office (Word, Outlook, Excel), Teams, CRM, investment platforms.
• Ability to manage multiple priorities and deadlines in a professional services environment.
• Highly regarded: administration experience in financial planning, accounting, legal, engineering, or similar; investment platform processing; familiarity with Australian financial planning terminology.

Personal Attributes:

• Meticulous, process-driven, and consistent.
• Calm, reliable, responsive, and proactive in task ownership.
• Client-first mindset with strong workflow discipline.
• Ability to escalate issues early and maintain audit-ready records.

Systems & Tools:

• CRM: Xplan
• Platforms: HUB24 / Netwealth / BT Panorama
• Document Management: SharePoint / Xplan
• Workflow: Xplan / Karbon
• Microsoft Office: Outlook, Word, Excel, Teams

KPIs / Measures of Success:

• Accuracy and completeness: minimal rework; correct documents saved; checklists followed.
• Timeliness: review packs and pre-meeting tasks completed on schedule.
• Implementation effectiveness: transactions lodged correctly and followed through.
• Client service: responsive communication with minimal follow-up required.
• Workflow: tasks updated daily; clear statuses; blockers escalated promptly.

Benefits

Why Join Us?

• Healthy, supportive, and conducive work environment (Great Place to Work Certified for three consecutive years!)
• Work with an innovative company delivering cutting-edge solutions across multiple industries
• Lead a team in a fast-paced, high-growth environment
• Competitive salary with opportunities for career advancement
• Collaborative, forward-thinking work culture
• 21 leave credits plus all client-based holidays
• HMO coverage with dependent benefits
• Exposure to world-class leadership from both local and international supervisors