Executive Assistant/Corporate Secretary

Our client, a leading organization in the Retail and Distribution sector, is seeking a highly skilled and organized Executive Assistant/Corporate Secretary.

Job Summary

Our client, a leading organization in the Retail and Distribution sector, is seeking a highly skilled and organized Executive Assistant/Corporate Secretary. This professional will provide advanced secretarial and corporate governance support to the Executive Management Team, ensuring efficient operations and maintaining the confidentiality of sensitive information. The position requires an individual with exceptional administrative, legal, and corporate governance expertise.

Key Responsibilities

Administrative and Secretarial Duties

• Ensure the secure maintenance and confidentiality of sensitive files in line with set standards.
• Retrieve and manage files as requested by senior management.
• Maintain and enhance an efficient filing system for both manual and electronic records.
• Schedule and organize meetings for senior executives.
• Draft, review, and manage correspondence to support senior executive management.
• Prepare and process payments on behalf of senior executives.
• Maintain employee files for senior management personnel

Corporate Governance Duties

• Handle the preparation and filing of statutory documents with government agencies, including but not limited to:
  • Annual returns
  • Notices of Directors or changes in Directorship
  • Notices of Address or changes of Registered Office
  • Incorporation of new companies
• Coordinate and manage meetings by preparing agendas, circulating notices, recording minutes, and facilitating follow-up actions.
• Assist in the development of governance documents and corporate policies.
• Provide guidance and information on corporate governance matters to senior executives and board officials.
• Support executives with the preparation and review of documents and materials for management and board decisions.
• Maintain effective communication between executives and stakeholders.
• Establish and maintain proper record-keeping systems for corporate documents.
• Assist in policy development to ensure adherence to corporate governance best practices.

Legal Support Duties

• Coordinate and follow up on legal contracts with external parties to safeguard the company’s interests.
• Draft and review documentation and legal agreements as needed.
• Support legal representatives in matters involving property transactions, debt recovery, and other legal concerns.
• Ensure timely execution and compliance with contractual obligations.

Health, Safety, and Environment (HSE) Compliance

• Ensure compliance with the Occupational Safety and Health Act and internal HSE guidelines.
• Liaise with HSE personnel to address non-compliance issues and investigate incidents.
• Participate in safety meetings, awareness programs, and hazard identification initiatives.
• Report accidents and environmental non-compliance immediately.
• Adhere to and promote the company’s safety standards and work permit systems.

Other Duties

• Undertake research to provide background information for executive decision-making.
• Act as a liaison for the executive team, fostering strong relationships with government agencies and stakeholders.
• Perform other duties as assigned by senior management.

Qualifications and Experience

• A minimum of three (3) years of experience as an Executive Assistant or Corporate Secretary.
• Certificate in Law or Paralegal Studies is a strong asset.
• Certification or training in Corporate Secretarial practice is an advantage.
• A relevant combination of education, training, and experience may be considered.

Key Relationships

• Internal: CEO, Chairman, Executive Management, Middle Management, Department Heads
• External: Government agencies, legal representatives, stakeholders, and community partners

Key Competencies
Skills

• In-depth understanding of legal frameworks and corporate governance principles
• Proficiency in Microsoft Office Suite
• Excellent organizational, administrative, and time-management skills
• Strong analytical, problem-solving, and judgment capabilities
• Exceptional oral and written communication skills
• Sound understanding of board practices and etiquette

Behaviors

• High levels of integrity, professionalism, and confidentiality
• Ability to command the respect of internal and external stakeholders
• Strong mediation and liaison skills
• Objective and critical thinking abilities
• Calm and rational under pressure
• Respectful and collaborative demeanor

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