Executive Assistant - Office of the Corporate Secretariat

Executive Assistant - Office of the Corporate Secretariat

Main Purpose of Job:

Under the direction of the Group General Counsel/Corporate Secretary, the Executive Assistant is responsible for the efficient and effective day-to-day functioning of the Office of the Corporate Secretary and for administering the provision of Corporate Secretarial support to the Group General Counsel/Corporate Secretary with a view to ensuring best practices in corporate governance and compliance.

Key Accountabilities:

• Makes all arrangements (including logistics and catering etc.) for the various meetings of the Board of Directors and Sub-Committees whether internally or externally.
• Liaises with Board Members in preparation for corporate events as required.
• Screens and monitors all incoming and outgoing telephone calls to the Group General Counsel/Corporate Secretary and Chairman.
• Ensures that all records of the department are managed in keeping with the records management system.
• Prepares spreadsheets/reports for management reporting of a financial (such as variance and accrual reports) and non-financial nature.
• Prepares purchase requisitions and conducts goods receipt and purchase order generation transactions in SAP.
• Drafts and types documents for review (e.g., letters, memoranda etc.) as requested by the Group General Counsel/Corporate Secretary.
• Oversees incoming correspondence for the Chairman and Group General Counsel/Corporate Secretary and drafts responses thereto for review.
• Attends departmental or other meetings to take and prepare Minutes (as and when necessary).
• Administers daily/monthly appointment calendar of the Group General/Counsel/Corporate Secretary and Chairman (if required).
• Makes all necessary arrangements for travel and hotel accommodation as required.
• Follows up on key initiatives as advised.
• Oversees the use and upkeep of the Board Room on behalf of the Group General Counsel/Corporate Secretary.
• Keeps and monitors stationery and consumable items and re-orders as and when necessary to ensure the Office of the Corporate Secretary and the Board Room are stocked with the items deemed basic.

 Assists the Corporate Secretary and the Corporate Secretariat Team in:

• Monitoring and ensuring compliance with the Securities Act, the Companies Act and other applicable rules and regulations by preparing and filing required documentation (Annual Returns, Material Change Reports etc.).
• Ensuring that the administrative duties with respect to the Company's Annual Meeting and Annual Report are duly executed.
• Performing the role of recording secretary for Board/Sub-Committee Meetings and the Angostura Foundation Meetings as required.
• Retrieving corporate information (Board Minute extracts, Board Notes etc.) from historical records as required.
• Performing administrative duties with respect to the Environmental Social and Governance (ESG) portfolio.
• Performing administrative duties with respect to the Angostura Foundation as required.
• Performing all other duties related to the position, or as determined from time to time by the Group General Counsel/Corporate Secretary.

Key Interfaces:

• Board of Directors
• Executives/Department Managers
• Administrative staff
• Certain external stakeholders (e.g., regulators, shareholders, Government representatives etc.)

Competencies/Attributes

• Confidentiality and high sense of discretion.
• High level of integrity and ethics.
• Strong interpersonal skills.
• Ability to handle multiple demands in a deadline driven environment.
• Strong written and oral communication skills.
• Strong attention to detail and accuracy orientation.
• Exceptional organisational skills.
• Team player.

Required Qualifications:

• BSc. in Management, Business Administration or any other applicable undergraduate degree.
• Bachelor of Laws Degree will be considered an asset.
• Five (5) years' experience in a senior administrative capacity or working with senior executives.
• Experience in a Publicly Traded Company will be considered an asset.
• Valid driver's license and access to a vehicle, travel between offices and meetings is required.
• Advanced Computer Literacy skills.

Or

• Any equivalent combination of qualifications and experience.
• Excellent organizational and planning skills.
• Excellent interpersonal and communication skills.
• Strong verbal and written communication skills.
• Sound proficiency in MS Office Suite.

Kindly submit applications

on or before October 01, 2024