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Corporate Secretariat ensures appropriate corporate governance is in place, in line with legal and regulatory requirements, and advises (or liaises with expert lawyers) on legal and corporate governance questions across the different jurisdictions. Corporate Secretariat organises, or is responsible for coordinating, the planning and the setting of agendas for management committees, boards and shareholder meetings across the group.
You will be providing essential administrative and secretarial support to the Group Corporate Secretariat and the non-executive directors.
This is a high profile and important role which will involve regular direct face-to-face interaction with Board Chairmen, the Senior Management and the external non-executive directors.
Your key responsibility will be to manage proactively all the administrative arrangements for each Board and each Board Committee, together with regular ad hoc Board level meetings.
Your other responsibilities in the team will include:
-Providjng secretarial support the Division. -Providing all necessary support for the non-executive directors. -Organizing the end to end logistics of Board and Board Committees and MC meetings including Board dinners and ad hoc meetings. -Finalising in a timely manner Board documents, and MC documents, including checking of format and lay-out. -Organising meetings for the team (locally, and via video conference, telephone conference) -Liaising with other assistants (both external and internal) on a regular basis. -Administrative work related to Board meetings, Director training, assist with corporate, regulatory and governance publications (official gazette, website, ....). -Drafting the first proposal for the annual planning of Board and Committee Meetings.
An experienced personal assistant with at least 5 years previous experience
-Experience in Legal Support or Corporate Secretary is important -Pro-active, flexible and interested in learning about governance and taking on new responsibilities as the role and experience grows; -Takes initiative but also knows when to ask questions. -Excellent communicator and real team-player -Ability to deal with the most senior colleagues internally and externally -Ability to work accurately and efficiently on multiple tasks under tight deadlines and know how to prioritise; -Excellent organizational and interpersonal skills; -Mature, professional, flexible/positive attitude towards work, even under stress; -Computer literacy (Word, Excel, PowerPoint, Lotus Notes, etc. and willing to learn other programs as necessary) . - Excellent knowledge of English and French