Secretarial Support Officer - Funchal - Fairway Madeira Corporate Services, Unipessoal LDA - Ref.13083347

Secretarial Support Officer - Funchal




Detalhe da Oferta:

Level of spoken and written English required: Advanced

Please submit your application to the following email: ---@---

Purpose:
To provide administrative and secretarial support to the Fairway Group (internal and external clients) and to maintain high standards of Corporate Governance of the Fairway Group and all subsidiaries.

Principal Responsibilities:
The Secretarial Support Officer covers a range of functions and specific tasks. The position of Secretarial Support Officer is a supportive position of influence at the heart of governance operations within the team and the Group, and the principal responsibilities are as follows:

• Organising Board and Committees’ meeting dates for the year, to ensure a high level of Corporate Governance is maintained;
• Organising and preparing agendas and papers for Board and Committees’ meetings and shareholder meetings, as appropriate;
• Taking minutes and timely and accurately recording the minutes of meetings, drafting resolutions;
• Following up on matters arising from the meetings;
• Submitting required forms and annual confirmation statements with the Jersey Financial Services Commission;
• Assisting the Board with Company Officers’ Appointments and Resignations;
• Maintaining accurate statutory records including Registers of Members, Directors and Secretaries and updating computer database and electronic records;
• Liaising with external advisers, such as lawyers and auditors and provision of relevant Company documentation as necessary;
• Ensuring all statutory and regulatory filings are made within documented deadlines;
• Monitoring changes in share ownership of the Company, including share issues and transfers;
• Compliance with internal processes, guidelines and best practices according to regulatory requirements and Group and Company Policy;
• Opening/closing bank accounts;
• Keeping and maintaining the Group’s Authorised Signatory Lists and respective Registers;
• Assist the Fairway Group with any required projects and systems;
• Working within clearly defined processes with instruction, guidance and direction when required;
• Producing accurate work within industry standard and within agreed timeframes; and
• Any other duties that may be deemed appropriate for this role.

General Responsibilities
• Develop and maintain good relations with other staff members;
• Ensure all work is conducted in accordance with internal policies and procedures;
• Maintain the highest standards of confidentiality and security in terms of client affairs and records;
• Complete daily timesheets;
• Monitor own performance against personal and developmental targets;
• Maintain a record of Continuing Professional Development activity undertaken during each year;
• Undertake anti-money laundering training as required by Group Policy; and
• Have an overall awareness of regulatory and compliance related legislation and guidance in general.

IT Skills
The role will involve intermediate to advanced experience of:
• Microsoft Office – mainly Word, Excel and Outlook;
• Adobe Acrobat DC;
• NavOne;
• General client database software;
• Google and/or other Internet search engines;
• RDC or similar/investigative internet-based research skills; and
• Any other IT system deemed to be necessary for the role.

Competencies
• Excellent attention to detail and a well-organised approach to work;
• Strong time management and organisational skills;
• Verbal and written communication skills;
• Capability to work with numerical information, plus analytical and problem-solving skills;
• Diplomatic approach and the confidence to provide support to high-profile Group staff and Board members;
• Team-working skills;
• Integrity and discretion when handling confidential information;
• Sound grasp of Corporate Governance issues;
• Commercial frame of mind;
• Excellent interpersonal skills and ability to communicate and work effectively with clients and colleagues at all levels; and
• Ability to prioritise work and to work well under pressure and meet deadlines.

Qualifications and Minimum Relevant Experience
• Minimum of 2 years’ experience in administration, legal or secretarial work;
• General competency in Microsoft Office e.g. Word, Excel, and Outlook; and
• A good understanding and technical knowledge of Company Administration and relevant Company Law.

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