Trust Officer Assistant

Operating within an established and client-focused trust and investment management firm, this role delivers critical administrative support to a dedicated team of Trust Officers. The position focuses on executing investment administration, managing follow-up client correspondence, and ensuring all transactional instructions are actioned accurately and timeously. It is well-suited for a structured administrative professional aiming to maintain high compliance and operational excellence within a wealth preservation environment. Permanent, full-time in office - R25 000 - R30 000 per month. Key Responsibilities: Investment & Share Administration: Collate all required documentation relating to the administration of local and offshore investment instructions, encompassing redemptions, asset switches, and share dealing workflows. System Capturing & Verification: Secure necessary authorities, and prepare and capture transaction data accurately within internal platforms, specifically Fundamental and the PTC/CRM system. Financial Transaction Processing: Manage daily and monthly EFT payments to and on behalf of clients, executing all mandatory verifications and capturing entries within the Cashman/CRM infrastructure. Account Balance Monitoring: Review debit balances systematically and actively assist Trust Officers to implement corrective actions. Client Onboarding & Data Management: Coordinate the onboarding lifecycle for new clients, taking ownership of all client take-on documentation and internal system indexing. Invoicing & Trust Payments: Prepare quarterly invoices for ad hoc fee structures and administer trust administration requirements along with their related payment components. Client Liaison & Reporting: Act as a reliable point of contact for clients, beneficiaries, and third-party providers, ensuring prompt and accurate query resolution. Collate client tax records alongside monthly and quarterly reporting packages. Compliance & Record Keeping: Retain ownership of electronic and physical filing structures for investment administration, ensuring advisory records fully adhere to applicable financial services legislation and compliance rules. Secretarial & Collaborative Support: Deliver comprehensive secretarial assistance, including document typing, filing, faxing, client correspondence management, diary tracking, and event management while offering back-up support to team colleagues. Requirements A minimum of 3 to 5+ years of dedicated experience as a brokers' assistant or brokers' secretary. Proven experience specifically dealing with investment administration instructions, data capturing, and transaction follow-ups. Exceptional precision with a proven track record of being highly accurate and deadline-oriented. Preferred Qualifications Financial planning or FAIS-aligned formal qualifications are preferred. Required Software Skills Internal Investment & Client Systems (e.g., Fundamental or equivalent portfolio software) CRM Infrastructure (e.g., PTC/CRM systems or comparable databases) Payment Processing Software (e.g., Cashman or standard electronic fund transfer systems) Core Office Utilities (Applications for digital filing, professional typing, and scheduling)