Admin Assistant

The role

Objective and outcomes

Under the guidance of the Executive Assistant to our Directors, the Admin Assistant role improves the productivity of Aeran’s senior staff, contributing to the management of both existing clients and new business. Over time, you will gain a broad understanding of the workings of an Australian financial services business. You will interact directly with our Australian team members.

Conduct and behaviour

You will interact positively and openly with a broad range of stakeholders, including internal staff, both in Manila and Australia and occasionally, via email, with external people in Australia in the conduct of your duties, reflecting Aeran’s culture at all times. You will be working in the interests of highly vulnerable people with disabilities and will be expected to build trust by communicating frequently and fluidly and be consistent, reliable and demonstrate common sense.

Duties and responsibilities

Provide administrative assistance
• Assist admin staff by efficiently and accurately filing documents to our Xplan financial planning software and Microsoft SharePoint
• You will not be performing a reception function, but may be required to answer phone calls on occasion
• Manage expense claims and reimbursements
• Assist with any ad hoc tasks as required

Manage client data and reporting
• Maintain client and prospect records in our Xplan system and in Outlook
• Capture or extract necessary client information obtained through emails, voice calls or otherwise by the financial advisers
• Use Xplan cases and threads to ensure compliance with standards
• Prepare reports to support management decision-making
• Make recommendations to improve systems and processes
Document control and support
• Support the creation of necessary documents, including court submissions, correspondence, presentations and spreadsheets
• Ensure all Aeran documents are correctly identified, filed, and updated
• Understand complex and detailed information to enable effective filing
Tool set
• Microsoft Office (Outlook, Word, Excel, PowerPoint) – latest versions
• Adobe Acrobat Professional
• Xplan financial planning software
• Microsoft Teams and TeamViewer for collaboration with our Manila and Australian team members

Qualifications
• Attention to detail is critical
• Must be diligent, reliable, and resourceful
• Must have the ability to readily use new software tools and quickly learn new procedures with guidance
• Excellent English communication skills with the ability to effectively communicate both verbally and in writing with the client and internal team
• Good reading, listening and comprehension skills and be confident enough to ask questions when necessary
• Should be flexible and can easily adapt to new tasks that are still within the scope of the position
• At least 1 year of experience working in a relevant field is an advantage
• Must be organized and have good time management skills
• A good understanding of email and calendar management concepts
• Must be highly skilled in Microsoft Office applications (Word, Excel, and Outlook)

Working in the role
• You must be able to effectively work from home
• Aeran will provide the necessary hardware and software for you to work effectively from home
• Your home must be capable of connection to 50mb internet, preferably fibre. Aeran will pay a subsidy.
• Work schedule is initially Monday – Friday 6:00am to 3:00pm Manila time

Remuneration
• Highly competitive remuneration is available
• High performance will be rewarded with meaningful pay increases
• Monthly and annual incentives are available for additional remuneration