Angostura Vacancy October 2022

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 Duties and Responsibilities:

• Makes all arrangements (including logistics and catering etc.) for the various meetings of the Board of Directors and Sub-Committees whether internally or externally.
• 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 conducting goods receipt and purchase order generation transactions in SAP including but not limited to MIRO and MIGO as required.
• 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-order 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 in:

• Preparing and circulating Board/Sub-Committee action items and decisions and action matrices as required.
• 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 Company’s Annual Meeting is executed in compliance with relevant laws.
• Preparing the Company’s Annual Report.
• Performs the role of recording secretary for Board/Sub-Committee Meetings if required.
• Retrieves corporate information (Board Minute extracts, Board Notes etc.) from historical records as required.
• Performs 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., 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 and Experience:

• 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.

Required Qualifications and Experience:

• BSc. in Management, Business Administration or any other applicable undergraduate degree.
• 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
• 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 20, 2022