Junior Secretarial Administrative Assistant (2416-JSAA)

Our client, a pioneer in major sectors of the economy, is seeking to recruit a Junior Secretarial Administrative Assistant who will report to the Manager. The job incumbent will be responsible for creating, amending and processing documents (both internal & external) and perform clerical duties.

 The incumbent will also need to assist in the compliance process by liaising with relevant authorities, filing documents in an efficient and timely manner. The job holder will also assist in some company secretarial tasks such as preparing Board and Board Committee meetings and shareholder’s meetings. He/she will also ensure that all logistics arrangements are completed and will also be involved in the drafting of minutes of meetings.

Responsibilities:

Administrative:

• Create, amend and process documents (both internal & external) such as memos, letters, spreadsheets, invoices etc.
• Perform other admin/clerical duties that may be required
• Prepare documents required in application for banking facilities/bank accounts governance (including resolution, KYC, cover letter to banks)
• Follow up on banks’ queries relating to KYCs etc.
• Assist in attending shareholders’ and other stakeholders’ queries.
• Coordinate dispatch and collection of documents.

Compliance:

• Assist in the compliance process (filing of documents in an efficient and timely manner with relevant authorities and regulators).
• Assist in due diligence process required under current legislation.
• Assist in company licensing process.
• Handle relevant paperwork concerned with the closing of businesses / companies.
• Prepare documents and perform filings with the Registrar of Companies for compliance with Companies Act.
• Conducts research at the Registrar of Companies.
• Handle filings with Registrar General Department.

Governance:

• Assist in preparing board, board Committees, shareholder’s meetings.
• Assist in preparing board resolutions and resolutions of shareholders.
• Follow up with relevant directors for obtaining signature / approval of resolutions.
• Respect deadline for the submission of Notice of Meeting.
• Drafting minutes of meetings.

Perform any other cognate duties relevant to admin and cosec activities as may be necessary in the circumstances and/or required by the employer.

Profile:

• Good SC with at least four credits with English, French and Mathematics /HSC.
• At least 2 years of experience in a similar position.
• Have high ethical standards.
• Excellent writing skills in both English and French.
• Have good communications skills.
• Good knowledge of Microsoft Word and Excel.
• Dynamic and organized and be able to deliver within set deadlines.
• Committed team player.