Assistant | IFA Distribution | Western Cape

Allan Gray; Cape Town; Sur place; ZAR 220 000 - 360 000; Plein temps

Résumé du poste

Allan Gray is seeking an Assistant to join the team on a permanent basis, based in Cape Town. The role focuses on maintaining a professional office environment while coordinating regional events and providing administrative support to the Distribution team.

You will collaborate with a range of stakeholders, manage calendars and travel, handle documentation and budgets, and contribute to a proactive, detail-oriented culture that supports long-term development and strong client service.

Qualifications

• Proactive, self-directed with accountability.
• Excellent planning, organisation and prioritisation.
• Attention to detail and accuracy.
• Strong stakeholder engagement and communication.
• Ability to work independently and in a team.
• Proficient in Excel and Microsoft Office.

Responsabilités

• Provide proactive operational and administrative support to the Regional Manager and CT Distribution team.
• Coordinate regional activities, meetings, diaries, travel and regional requirements.
• Maintain trackers, records and supporting documentation.
• Anticipate team needs and address gaps or issues.
• Support planning and decision-making with information for management.
• Coordinate events from planning through post-event completion and manage invites, venues and logistics.
• Maintain the regional events calendar and post-event activities.
• Build and maintain relationships with internal and external stakeholders.
• Coordinate invoice approvals, payments and budgeting records.
• Monitor costs and flag discrepancies; ensure COI, CPD and team budgets are up to date.

Description du poste

Job Description

Allan Gray is looking for an Assistant to join the team on a permanent basis. This role would be ideal for a proactive and detail-oriented individual who is passionate about maintaining a professional office environment and coordinating events, enjoys getting things done, and works well as part of a team.

At Allan Gray, you will spend your days doing meaningful and engaging work alongside smart, inspiring colleagues. Our steadfast commitment to long-term investing extends to our people. We embrace diversity and offer a supportive working environment, performance-based financial rewards, and opportunities for career and skills development. Growth is an essential part of your journey at Allan Gray, and our accessible leaders will support your development and help set you up for a long-term career.

The Distribution Support Assistant plays a key role in coordinating and supporting teams regionally and nationally, helping to provide optimal service to our external clients and the wider Distribution team.

Distribution & Team Enablement

• Provide proactive operational and administrative support to the Regional Manager and CT Distribution team.
• Coordinate key team activities, meetings, diaries, travel and regional requirements.
• Maintain accurate and accessible information, trackers, records and supporting documentation.
• Anticipate team requirements and proactively address gaps or potential issues.
• Support the Regional Manager and wider team with information required for planning and decision-making.

Event Planning & Coordination

• Coordinate events effectively while ensuring adherence to business values, standards and operational requirements.
• Working independently to coordinate allocated regional, IFA / Client and Distribution events from pre-event planning through to post-event completion.
• Working with different stakeholders; i.e. Internal to External
• Ability to manage multiple events and being flexible, working at different times when needed.
• Manage invitations, RSVPs, venues, suppliers, presenters, catering, event materials and on-the-day logistics.
• Maintain the regional events calendar and proactively identify scheduling conflicts.
• Manage post-event activities including attendance records, CPD requirements, stakeholder communication, expenditure and record keeping.
• Provide regional support for national events when required.
• Being the support person for DSA's in terms of events for your team and broader distribution.

Stakeholder Engagement

• Build and maintain effective working relationships with internal and external stakeholders.
• Understand stakeholder requirements and coordinate appropriate support.
• Communicate proactively throughout activities and projects, particularly regarding risks, delays, changes or opportunities.
• Act as a central coordination point between relevant teams, stakeholders and service providers.
• Provide consistent and professional stakeholder experience.

Operational & Financial Controls

• Coordinate invoice approvals, payments and supporting documentation.
• Maintain accurate expenditure, budget and reconciliation records for the CT team.
• Monitor costs and proactively flag discrepancies or potential overspend.
• Maintain appropriate controls and accurate, complete and up-to-date records for COI, Web Expenses, Business Central, CPD and team budgets

Skills, Competencies and Experience Required

• Demonstrates a highly proactive and self-directed approach, with a high level of accountability and follow-through.
• Strong planning, organisation and prioritisation skills, with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent attention to detail and a consistent focus on accuracy.
• Strong stakeholder engagement and interpersonal skills, with the ability to manage multiple stakeholders and workstreams effectively.
• Clear written and verbal communication skills.
• Strong problem-solving ability and sound judgement.
• Ability to work independently while contributing effectively within a team.
• Ability to remain composed and effective under pressure.
• Demonstrates a continuous improvement mindset.
• Strong numerical and analytical capability

Technical Skills Required

• Intermediate to advanced proficiency in Microsoft Excel, including managing and reconciling data, maintaining structured trackers, applying formulas and functions, performing lookups and data validation, sorting, filtering and analysing information, creating PivotTables and summaries, and presenting clear insights to management and stakeholders.
• Strong working proficiency in Microsoft Outlook, Word, PowerPoint and Teams.

Advantageous Experience

• Experience in coordination, specialist or operational support, events, or a Distribution environment would be advantageous.
• Experience working with budgets, reconciliations, reporting and operational data would be advantageous.

Minimum Qualifications

• Relevant degree or diploma
• Valid driver's license and ability to travel when required, where applicable to the role.

Location: Cape Town