Ta Assistant

**Role purpose**

To carry out general administration duties and to provide direct assistance to the TA management team in managing a portfolio of clients or working on client related projects.

With guidance, carry out duties in a professional manner and in accordance with policies and procedures, legal/regulatory requirements, service levels and company standards to meet with business expectations, with the support of other members of the team, when required.

**Accountabilities and main responsibilities**

**Department**
- Working closely with and providing general administration support assistance to TA/RC Services management team and other internal teams in managing a portfolio of clients in the day to day operations and/or working on client related projects.
- Handling general client’s/investor’s enquiries.
- Ensure a proper and prompt follow-up of client/investor requests.
- Scanning, photocopying, filing and archiving supporting documents in relation to a dedicated client portfolio.
- Keep statutory records up to date, including information in NavOne.
- Data and document gathering and management, including assisting with the collection of signatures and signed documents.
- Contact banks, service providers, notaries and various administrations.
- Liaison with local & Foreign registries.
- Maintaining/arranging KYC documents and assisting with the onboarding of clients/investors.
- Maintaining records/listings of various documents (distributions, redemptions, capital calls,..).
- Arrange conference calls and sending invitation upon request.
- Assist with statutory filings such as publication of financial statements, change of managers, appointment of statutory auditor, RC etc.
- Request trade registry excerpts from the online platform.
- Preparation/printing/binding of board packs for client board meetings.
- Assist with projects and general administrative tasks such as the monitoring and identification of duplicated files, various investigations.
- Act as a role model and mentor to junior team members, act with complete independence in daily job duties (Senior).
- Assist with any other general administration duties as and when required.

**General**
- ** Team performance & development**: take ownership of own performance and for acquiring skills necessary to carry out the job. Provide on the job training and mentoring to more junior members of the team if directed.
- ** Managing change**:participate in change, carry out any assigned tasks within the given timeframe.
- ** Leadership**: understand and contribute to achieving the vision set out by Apex leaders. Acting as a role model and mentor to more junior assistants (Senior).
- ** Apex knowledge**: identify and develop an understanding of core Apex business structures, processes, management and own discipline.
- ** Business knowledge**: basic knowledge required of own business area.
- ** Chargeable hours**: ensure that all time charged is justified and is in line with internal policies/procedures.
- ** Relationship management**: effectively build and manage effective relationships with colleagues. Develop relationships with intermediaries.
- ** Influencing**: look for opportunities to influence and offers ideas.
- ** Data integrity/reporting**:ensure quality and accuracy of own data. Flag errors/omissions.
- ** Mandatory training**: complete mandatory training as per the training calendar.
- ** Policies and procedures**: read and understand the Apex policies and procedures required for the job and keep up to date with amendments.
- ** Risk**: ensure that all weaknesses/incidents identified in relation to service delivery/internal processes are reported to the line manager and recorded.
- ** Legal & regulatory**: develop and maintain an understanding of any relevant legal and regulatory requirements.
- ** Verbal communication & presentation**: structure and communicate ideas and information clearly and effectively.
- ** Written communication**: with guidance, produce all written communication to a high standard of accuracy

**Qualifications and skills**
- Administrative, financial or legal background
- English spoken and written
- Knowledge of Word and Excel software

**Competencies**
- Leadership & performance
- Communication
- Results focused
- Innovation, change & continuous improvement
- Team working
- Technical awareness
- Regulatory awareness
- Commercial awareness
- Customer service

**Additional information**

We measure our success as a business, not only by delivering great products and services and continually increasing our assets under administration and market share, but also by how we positively impact people, society and the planet.