Adviser Administration Assistant

Job Summary:

We are seeking a detail-oriented and proactive Administration Assistant to support our Adviser and Investments teams. The ideal candidate will assist with administrative tasks, client communications, data entry, and operational support to ensure the efficient management of investment portfolios. This role requires strong organisational skills, attention to detail, and the ability to work in a fast-paced financial environment.

Key Responsibilities:

Administrative Support:

• Assist the team with daily administrative tasks, including maintaining client records and handling ad-hoc requests from the Advisers.

• Maintain accurate records and data entry into CRM systems.

• Maintain and update client files, investment records, and compliance documents.

• Liaise with custodians, brokers, and other financial institutions.

• Serve as a point of contact for client queries related to account administration and investment documentation.

• Assist with onboarding new clients by gathering necessary documentation and processing paperwork.

• Maintain internal databases and systems to track investments and transactions.

• Support the team with ad hoc projects and process improvements to enhance efficiency.

Required Qualifications & Skills:

• Experience: 1-3 years of experience in financial services or administrative support.

• Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, Outlook). XPLAN software experience is an advantage.

• Communication: Strong written and verbal communication skills with the ability to interact professionally with clients and stakeholders.

• Organizational Skills: Excellent attention to detail, time management, and ability to multitask in a deadline-driven environment.

• Professionalism: High level of confidentiality, discretion, and ethical standards.

• Multitasking: Ability to work under pressure and prioritize multiple tasks effectively.

Preferred Qualifications:

• Experience in portfolio administration, investment operations, or wealth management.

• Education: Bachelor’s degree in finance, business administration, economics, or a related field (preferred).

Why Join Us?

Halcyon Private Wealth was established in 1985 and over the last 40 years has become one of Melbourne’s most successful private wealth companies. Through our unwavering focus on delivering the highest quality advice to our clients, we have been rewarded with an extensive list of clients that trust us to work in their best interests.

• Opportunity to work in a dynamic investment environment with experienced professionals.

• Career growth and professional development opportunities.

• A collaborative and supportive team culture.

If you are organized, detail-oriented, and passionate about helping others succeed and enjoys being the backbone of a dynamic team, we encourage you to apply for this exciting opportunity.

Please feel free to visit our website: www.halcyonpw.com.au