Executive Assistant Angostura Limited

Description

The Executive Assistant will work with and provide administrative support to the Group General Counsel/Corporate Secretary.

SCOPE:

The Executive Assistant will assist in the preparation and logistical arrangements for Board Meetings as well as prepare and format minutes and will also be responsible for preparing and filing Annual Returns and other documents. The incumbent will be responsible for ensuring that all statutory obligations to the Trinidad and Tobago Stock Exchange, Trinidad and Tobago Central Depository and Trinidad and Tobago Securities and Exchange Commission are delivered on a timely basis.

He/She will handle general correspondence addressed to the Chairman, Board Members and Corporate Secretary ensuring that responses are sent on a timely basis. Additionally, the incumbent will be responsible for following up on key initiatives that are aligned to the office of the Group General Counsel/Corporate Secrtary.

Other duties will include the hospitality functions associated with hosting of board and committee meetings, ensuring that the Board Room is stocked with the items deemed basic. 

Key Duties and Responsibilities:

1.    Maintains and updates the list of companies in the Group.

2.    Prepares and files Annual Returns of Companies in the Group.

3.    Files Notices of Changes in Directorships.

4.    Finalises Minutes of Meetings of the Board of Directors and Sub-Committees of the Board of Directors.

5.    Prepares Board Packages.

6.    Oversees the distribution of Board packages in a manner which facilitates confidentiality.

7.    Makes logistical arrangements for the various meetings of the Board of Directors and Sub-Committees whether       internally or externally.

8.    Maintains and update a Records Management System.

9.    Prepares spreadsheets (management reporting of a financial and non-financial nature).

10.  Oversees incoming and outgoing correspondence for the Chairman, the Group General Counsel/Corporate Secretary and members of the  Board of Directors when necessary.

11.  Types and prepares documents for signature and dispatch, e.g., letters, memoranda and Board Papers and dispatch documents of confidential and non-confidential nature.

12.  Drafts responses for incoming correspondence for the Chairman’s or Corporate Secretary’s review and subsequent sign-off.

13.  Attends meetings to take and prepare Minutes (as and when necessary).

14.  Administers two Executives daily/monthly appointment Diary.

15.  Makes all necessary travel arrangements and hotel accommodation as required.

16.  Screens and monitors all incoming and outgoing telephone calls when necessary.

17.  Interacts with members of the Board of Directors of the parent Company and officials of subsidiaries as required.

18.  Follows up on key initiatives as advised.

19.  Keeps and monitors stationery and grocery items and re-order as and when necessary to ensure the Board Room isstocked with the items deemed basic.

20.  Complies with the Company’s rules, regulations, policies and procedures from time to time in force and the proper and reasonable directions of the Corporate Secretary.

23. Performs any other duties deemed necessary.

QUALIFICATIONS, EXPERIENCE, SKILLS & ABILITIES:

• BSc. in Managment, Business Administration or any other applicable undergradaute degree.
• LLB 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 bewteen 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.

Executive Assistant Angostura Limited