We are looking for a professional and highly organised Administrative Assistant to join our team. The successful candidate will support the team's daily activities by managing their email inbox, maintaining the calendar, and ensuring effective collaboration within the team.
* Schedule Management
: Coordinate the Managing Director's calendar, including in-person and video conference appointments, ensuring that all appointments are efficiently scheduled across multiple time zones.
* Coordination and preparation of meetings (room bookings, drafting and distribution of agendas, taking minutes)
* Secretary
* Compiling minutes of board and committee meetings, preparing resolutions for the board and shareholders
* Handling KYC documentation and approval procedures
* Maintain organized and current records of all corporate legal documents, both in physical and electronic formats, and manage invoicing activities
* Coordinate ongoing communications with board members of the Group, ensure timely collection of required signatures
* Assist in the preparation and documentation of delegation of authority frameworks
* Travel Arrangements
: Organise all aspects of international travel, including flights, accommodations, and ground transportation, visas.
* Handling phone calls, emails, and correspondence, filtering and responding according to priorities
* Third-Party Follow-ups
: Serve as the primary point of contact for internal and external communications, collaborating effectively with all team members across the company. Manage communications and follow up on reminders from external parties
* Monitoring administrative files and document management (contracts, reports, presentations)
* Liaise with internal stakeholders and external partners to support governance activities
* Administrative Support
: Provide additional support to the Managing Director's. Additionally, ensure compliance with office policies and timely submission of documents.
* Management of internal and external events (meetings, seminars, business lunches)
* Possible personal support (managing private calendar, organizing personal events)
* Ensuring absolute confidentiality of all information handled
* Office Management
: Oversee general office operations, including managing supplies, organizing meeting rooms, and ensuring the smooth running of the office environment.