This is a newly created junior level role and it involves providing comprehensive administrative support to the board of directors portfolio and ensuring the smooth operation of board meetings. This person will play a crucial role in facilitating the smooth operation of board meetings, maintaining accurate records, and ensuring compliance with governance policies and procedures.
The ideal candidate will have excellent communication skills, exceptional attention to detail, and the ability to maintain confidentiality.
Duties & Responsibilities:
Assist with client onboarding.
Record and transcribe detailed minutes at board meetings, and follow up on actions taken.
Schedule, send invitations, and prepare and distribute meeting agendas, notices, and supporting documents for both online and physical meetings.
Ensure meeting materials, reports, and presentations are prepared and distributed to board members in advance.
Maintain accurate records of board policies, bylaws, and other governing documents.
Keep a centralized filing system for board-related documents, ensuring they are properly cataloged and accessible.
Manage accounts receivable, work in progress, invoices, accounts receivable, and internal billings.
Perform data entry and manage the client database, including generating reports.
Draft proposals and quotations.
Handle credit card and expense submissions.
Arrange the execution of board resolutions, agreements, and other transactional documents.
Support the team to meet client deliverables and ensure compliance with legal and regulatory requirements.
Improve operational and administrative processes.
Maintain confidentiality and handle sensitive information with discretion.
Perform additional administrative tasks as needed.
Qualifications & Experience:
Relevant experience in an administrative support role, ideally within a board, executive office, legal secretary, corporate secretarial, or executive assistant capacity.
Knowledge of board governance principles and practices is a plus.
Exceptional written and verbal communication skills in English, with the ability to accurately capture and document meeting minutes.
Strong organizational and time management skills, with keen attention to detail.
Proficient in computer applications, including the MS Office Suite and document management systems.
Ability to work independently, manage priorities, and meet deadlines in a dynamic environment.
High level of professionalism, integrity, and ability to maintain confidentiality.
Proficiency in the Chinese language is preferred to laise with Mandarin speaking clients
This is a unique opportunity for someone to kick start their career to work within an established global leader which not only allows for comprehensive exposure to international investment practices but also provides an environment ripe for professional growth and development. As part of a dynamic and respected team, you will gain invaluable experience in board governance, operational processes, and client management, all while enjoying the benefits of working within a supportive and innovative global organization.
