Corporate Services Administrator

Overview of role

The Board Support Services Executive/Board Support Administrator will be responsible for providing and coordinating all administrative support to management of a diverse portfolio of clients.

Duties, Responsibilities & Person Specification

• Assisting with day to day correspondence and administrative matters as assigned by an Assistant Vice President, the Vice President, the Senior Vice President, or the Director ("Corporate Secretarial Professional");
• Working under the general direction of a Corporate Secretarial Professional;
• Assisting with facilitating the provision of board support administration and related services to the existing client base;
• Drafting agendas for monthly, quarterly, semi-annual and ad hoc meetings and ensuring efficient preparation and distribution/upload of board packs in a timely and accurate manner via email and/or Walkers360;
• Maintenance of meeting calendars and dial in details;
• Reserving conference/board rooms for in person meetings, facilitating IT support and refreshments as required and greeting guests/clients;
• Ensuring meeting transcripts/recordings are saved to appropriate file subsequent to each meeting;
• Assisting with the maintenance of accurate client related records, including the maintenance of minute books in liaison with the Registered Office;
• Managing client requests and deal with urgent issues effectively;
• Assisting with client on-boarding and new client set up, including granting access to internal document portal, Walkers360;
• Ensuring that client portfolios are compliant with internal policies and procedures;
• Acting as a channel of communication for clients, board members, professional service providers, and all relevant stakeholders;

• Efficiently processing of high volume of transactional documents in a high-pressure environment from time to time; and
• Assisting the Meeting/Board Support team with ad hoc projects to including, but not limited to, uploading of transactional documents, billing matters and various secretarial/administrative duties as required.

Qualifications and experience

• School leavers  Minimum of a high school diploma with strong academic background;
• 2-5 years relevant practical experience;
• Ideally working towards or holding a professional qualification such as ICSA or equivalent or a relevant degree such as Business Administration;
• Strong organisational, time management, written and verbal communication skills;
• Ability to deal with tasks independently and use own initiative;
• A motivated self-starter and driven team player willing to work outside of regular hours as may be required from time to time;
• An ability to work under pressure and meet deadlines;
• Responsive and client focused;
• Excellent attention to details; and
• Proficient in Viewpoint, CORIS, CAP, REEFS and Microsoft Office applications.