Senior Analyst

Division: Wealth Management

Department: Advice + Portfolio Implementation

Location: Adelaide

Position Purpose

An Analyst at Stellan performs a core Advice and Portfolio Management support role assisting the Portfolio Managers with the implementation and monitoring of new and existing Stellan client portfolios. This support encompasses both listed and unlisted securities and involves the efficient execution of placing listed security trades on multiple exchanges and prefilling and following through to settlement all unlisted product applications.

The Analyst is required to work as part team to ensure timely completion of all client meetings implementation preparation and efficient execution of all activities that come from any client engagements related to the investment mandates held with clients of the firm. The analyst is responsible for keeping Portfolio Managers informed about all trading and implementation progress.

Finally, the Analyst is required to support Portfolio Managers & Investment Committee Chair with all ad hoc security investment or product related research. This includes fact finding and marketing support required by the Portfolio Managers to provide advice to clients of the firm.

The Analyst and Analyst team report to The Executive Manager (EM) who is responsible for supervising and coordinating all client related workloads and is responsible for allocation of work based on a priority basis. The EM will be responsible for allocating the various role accountabilities across the team to ensure a fair and equal workload allocation between the Analysts.

Accountabilities

Client Meeting portfolio administration

Proactively prepare the for the week’s workload based on the Portfolio Manager diaries at the beginning of every week and monitor for any changes should they occur. Analysts are expect to discuss with each Portfolio Manager any portfolio implementation requirements upfront and be abreast of any implementation or strategic change campaigns that might be or are currently being actioned.
Prepare client presentation packs as instructed by the Portfolio Managers in anticipation of client meetings. The packs are to be ready and presented to the Portfolio Managers no less than 2 hours prior to the client meeting to allow for review and input of recommendations by the Portfolio Managers (unless otherwise requested).
This includes:
- Ensuring the presentation packs are current and meeting the firms brand guidelines
- Portfolio worksheets per portfolio for the client – current and accurate to latest portfolio positions
- Annual Review documents (as required)
- Bespoke client presentation edits (as required)
- Performance summary (as required)
- Ensure any other administrative requirements (W8 forms, ID requests etc) are also included in the pack and communication to the client/Portfolio Manager
Where required, attend client meetings with the Portfolio Managers for the purpose of creating file notes and documenting agreed action items as a result of the meeting.
After each client portfolio meeting (regardless of attendance), follow up with the Portfolio Manager or Executive Manager (EM) for any identified post-meeting action items and assist in their implementation.
Centrally save file notes and communicate action items to the Trading Desk, Operations Team, or Executive Manager as necessary.

Trading Desk Oversight and Execution

Recommendation Worksheets: prepare client worksheets with asset allocation recommendations as requested by Portfolio Managers.
Cash Management Accounts: monitor cash balances, flagging any deviations below agreed tolerance levels to Portfolio Managers for review, potentially requiring worksheet preparation.
Periodic Payments: monitor clients with recurring payments to ensure sufficient cash reserves, notifying Portfolio Managers in advance of any liquidity needs and preparing supporting worksheets.
Four-Eyes Checking: daily audit of the previous day’s trading activity and reconciling against client portfolios and recommendations, ensure all trade errors (or omissions) are caught in a timely manner, ensure adequate cash balances are in place against any (unscheduled) client cash withdrawals.
New Portfolio Implementation: track in-bound cash transfers, track in-bound stock transfers, execute as instructed by the portfolio manager listed and unlisted rebalancing and implementation of the new portfolio (which could be over multiple time periods/tranches), and finally provide proactive updates to Portfolio Managers on portfolio implementation activities until fully completed.
Client driven liquidity events: track until completion any liquidity-generating activities tasks to the Trading desk, regular progress reports to the Portfolio Managers, Executive Managers, and if necessary, the client.
Ongoing Monitoring & Rebalancing of Existing Clients: Implement instructed worksheets, tracking listed and unlisted product implementation in accordance with agreed timeframes and reporting progress periodically. It is the responsibility to track the implementation until completion and notify the portfolio manager or EM or any issues, delays or when complete.
Compliance Record Keeping: provide support for Statement of Advice (SOA) and Record of Advice (ROA) creation alongside portfolio worksheet creation and implementation.
Compliance Tracking: on an ongoing basis, analysts are required to track & audit the current Asset Allocation positions at the individual portfolio level against their recorded risk profile (conservative, balanced, growth) and proactively alert the client’s Portfolio Manager when portfolios fall outside of the firm’s tolerances.
Meeting Preparation: provide Quarterly Portfolio review assistance with each Portfolio Manager
- Discuss and prepare worksheets for the portfolio manager to review and make
- Document any file notes as a result of performing the portfolio review.
- Implement as agreed with the Portfolio Manager.
Book Builds: manage bulk trade campaigns across the Stellan client base in collaboration with Portfolio Managers.
Unlisted Book Builds: Provide oversight and assistance in monitoring, controlling and communicating unlisted book builds as and when these occur.
This includes:
- Tracking clients as listed by Portfolio Managers throughout the bookbuild and checking against current client suitability (ie Wholesale, Retail, MDA, Non-MDA, etc).
- Provide assistance for daily monitoring cash requirements for an unlisted book build deployment, communicating with the Portfolio Managers as required to create the required liquidity.
- Collaborate with the Analyst Team to ensure applications and supporting documents are completed, checked and executed in a timely manner and in line with the timeframes agreed with the product issuer (bearing in mind any cutoff timeframes).

Research and Investment Committee Support

Respond to ad hoc fact find and research requests from the portfolio managers as workloads and priority allows.
Collaborate as requested by the Investment Committee Chair to compile agreed-upon data points for Monthly and Quarterly Investment Committees.
Aid IC Chair in generating templates and conducting fact-finding tasks to support the creation of research reports for both new and existing unlisted products, as workload and priority permit.
Support IC Chair or Committee Members with template creation and fact-finding endeavours to facilitate the drafting and distribution of newsletters as requested by the Investment Committee Members, taking into account workload and priority considerations.
Ensure all final client-facing published documents and newsletters adhere to Stellan Brand Guidelines and undergo necessary approval processes before distribution or centralised storage.
Assist with other ad hoc presentation or pitchbook preparation at the instruction of the Portfolio Manager

Unlisted Product Oversight and Implementation Management

Provide administrative assistance in the prefilling of all client unlisted applications with the management support of the EM and Operations Manager
Perform initial and ongoing cash balance checks and assist with the liquidity generating activities required to meet the unlisted application payments
Facilitate cash checks alongside capital call receipts – communicating with the Portfolio Managers the clients, liquidity requirements and timeframes required to meet the call.
Ensure alongside any liquidity review to meet an unlisted application or capital call payment that minimum cash balances are being solved for in line with recurring payments or % cash balance requirements
Ensure unlisted applications are processed with Praemium, alongside support and oversight from the Operations Manager
Perform monthly audits of Open Ended unlisted funds, to ensure Praemium stays in sync with the unlisted products own registry data
Perform unlisted product transfers at the instruction of the Portfolio Managers – assisting with the prefilling, signature, payment and reporting requirements of said transfers
Collaborate with other Analysts to oversee, manage, and communicate new unlisted product book builds, ensuring smooth and efficient product delivery

Ongoing Portfolio Administration Data Support

Maintain the Adelaide Client List – auditing this on a monthly basis to ensure new clients are added and the list is kept up to date
Perform daily data extracts from Praemium and Complii to facilitate data mapping into client worksheets, and other centralised excel trackers

Problem Solving & Decision Making

What types of decision are made or required task are performed by this position on a regular basis?

Complete agreed workload tasks to the below mandated timeframes:

Client Meeting preparation: start of week morning review of meetings for the week, ad hoc continued review of diaries for all Portfolio Managers.
Reporting: any issues with the adherence to agreed terms of client engagement
Quarterly Review worksheet preparation: a minimum of 15 per business day
Ad hoc worksheet request creation: Same day if received before 12pm, within 1 business day if received after 12pm
Listed trades: placed within <1 business day subject to broader volumes or campaigns, unless instructed otherwise by Portfolio Manager.
Unlisted Trades – in alignment with the month or cut off of deployment for that product.

What types of decisions are referred to the next level?

Any deviation to agreed mandated timeframes to the EM
Any error or issue with a trade or unlisted product implementation flagged with the EM, Operations Manager, and relevant Portfolio Manager.
Signoff for newsletters or research papers that are not approved by the IC Chair and Compliance Officer.
All Marketing and Social Media to IC Chair & Compliance Manager.
Any exceptions to policy or process to be escalated to the Compliance Manager and COO.

Key Internal and External Contacts

External Communications:

Clients: all client contact only as requested and required to assist with the portfolio implementation and advice process, at the direction of the Portfolio Manager or Executive Manager. It is not the expectation that an Analyst is a client facing role.
Unlisted Product Provider: liaise with on a regular basis as part of a bookbuild process to manage and monitor the implementation of a new or large product.
Broker/Custodian/Wrap Platform: liaise with Stellan Capital’s Broker, Custodian and Wrap platform providers as required to deal with trade issues or process problems.

Internally:

Analyst (co-Trading Desk Team member): Work with on a daily basis to ensure the efficient and managed working of the Trading Desk.
Executive Manager: Work with on a daily basis; EM provides daily workload management and oversight to ensure priority setting and SLAs are met. Escalation point of any issues or concerns from a workload delivery perspective.
Portfolio Managers and Advisers: Interact with on a daily basis as workload requests required.

About You

Bachelor’s degree in relevant qualifications
Strong organisational time management skills
Proficient in Excel and PowerPoint
Excellent attention to detail