DUTIES & RESPONSIBILITIES

1. Administrative & Secretarial duties

• Prepare reports, letters and other documents using word processing.
• Perform general clerical duties to include, but not limited to, filing, copying, faxing, and mailing.
• Maintain department filing and e-filing.
• Handle manual and online statutory filing with Corporate and Business Registration Department (CBRD).
• Perform online and manual company searches.
• Take and forward messages in time.
• Sort incoming mails and distribute accordingly.
• Prepare payments for claims, requisitions, purchase orders and other accounting/ financial duties.
• Order office stationeries and computer supplies. Monitor stock.
• Attend meetings and issue minutes as and when required.

2. Coordination

• Gather information and documents
• Liaise with auditors, graphic designers, printers, share registrar.
• Assist in the update of statutory registers on Eazzy Corporate.
• Assist in the reporting process towards The Stock Exchange and Financial Services Commission.
• Liaise with officers of the CBRD for statutory filing purposes from time to time.
• Liaise with The Stock Exchange officers in respect of our listed company and with stock brokers to follow their share performance trend.
• Liaise with notaries, attorneys, barristers, bankers, auditors and other professionals from time to time.

3. Organization

• Assist in convening/ organizing board, subcommittees and shareholders’ meetings:
• Prepare agenda and support documents.
• Prepare and send notices to directors/ shareholders.
• Prepare attendance sheets for board and shareholders’ meetings.
• Type and classify minutes of proceedings.
• Legal/ statutory compliance following board and shareholders’ decisions.
• Schedule and arrange appointments and meetings for the company secretary from time to time.

4. Customer Service

• Establish and maintain effective business relations with internal and external clients.
• Respond to callers’ and visitors’ inquiries with a strong focus on customer care.
• Maintain the company’s professional image.

CANDIDATE’S PROFILE

Qualifications & Experience Required:

• A Degree level from a recognized institute.
• ICSA will be an advantage.
• At least 1 year of related/ relevant experience.

Key competences (Knowledge, Skills, Attitudes, Behaviours):

• Integrity and confidentiality
• Computer literate with good administrative planning skills.
• Ability to communicate effectively both verbally and in writing
• Ability to follow oral and written instructions.
• Ability to operate standard office equipment.
• Attention to details.
• Good personal and problem-solving skills.