Executive Secretary

Our client in the Real Estate Sector is seeking to hire a Company Secretary for their Port of Spain office. Salary: $10,000.00 - $12,000.00

Our client in the Real Estate Sector is seeking to hire a Executive Secretary for their Port of Spain office.

Salary: $10,000.00 - $12,000.00

Job Summary:

As a Executive Secretary , you’ll play a pivotal role in ensuring smooth operations and effective communication within our organization. You’ll be the right hand to our executives, handling administrative tasks, coordinating schedules, and managing essential financial functions.

Job Responsibilities:

Executive Support:

• Provide high-level administrative support to executives, including calendar management, scheduling meetings, and handling correspondence.
• Prepare and organise materials for meetings, including board meetings, committee meetings, and presentations.
• Coordinate AGM planning and logistics

Board Activities:

• Attend Meetings, take accurate Minutes and follow up on action items.
• Prepare board agendas, meeting minutes, and resolutions.
• Coordinate board and committee meetings, including logistics, agenda distribution, and attendance management.
• Maintain accurate records of board decisions and actions taken.

Basic Accounting Functions:

• Assist in basic accounting tasks such as invoicing, expense tracking, and processing payments.
• Maintain financial records and assist in preparing financial reports as required.
• Liaise with the financial consultant and external stakeholders regarding financial matters.

Documentation and Record-Keeping:

• Manage and organise corporate documents, contracts, and agreements.
• Maintain confidentiality and security of sensitive information and documents.

Communication and Coordination:

• Serve as a primary point of contact for internal and external stakeholders, including board members, clients, and vendors.
• Coordinate travel arrangements, accommodations, and itineraries for executives and board members as needed.

Project Coordination:

• Assist in coordinating special projects and initiatives as assigned by executives or the board.
• Track project timelines, milestones, and deliverables.

Compliance and Governance:

• Stay informed about legal and regulatory requirements relevant to real estate agencies.
• Assist in compliance matters, such as filing necessary documents with relevant authorities.
• Support the board of directors in meeting governance obligations

Staff and Secretariat Coordination:

• Supervise and monitor the day to day activity of the Administrator
• Monitor and co-ordinate the day to day activities of contract staff in the Secretariat and outside service providers
• Monitor office supplies and negotiate terms with suppliers to optimise costs.
• Coordinate office maintenance and repairs as needed.
• Assist in maintaining a well-organised, efficient and welcoming office environment.

Educational Qualifications:

1. Degree in Business Administration, Law, or a Related Field: A bachelor's degree in business, law, finance, or a similar field is usually required. A postgraduate qualification such as a Master's in Business Administration (MBA) or a degree in company secretarial practice can be advantageous.
2. Professional Certification: Certification from a recognized professional body (such as the Institute of Company Secretaries) can be beneficial and may be required.