Corporate Secretarial Senior Admin/Technical Coordinator (Supervisor)
NORTHERN OPERATING SERVICES ASIA INC. (NORTHERN TRUST)
مجموع سنوات الخبرة :7 years, 8 أشهر
The position is responsible in overseeing, execution, preparation, presentation, review and leads tasks supporting stakeholders in Guernsey, Luxembourg, and Ireland for the following:
-Preparation of monthly Root Cause Analysis (RCA) and oversight reports;
-Incidents recording;
-Company Secretary, Stock Exchange, Limited Partnership and Limited Liability Partnership reports for Northern Trust Guernsey Corporate Secretarial team;
-Prepare agenda, attendance list, board packs, and relevant documents for board meetings;
-Necessary filings such as change of company director, change of registered office address etc.;
-Corporate Secretary reports, register of shareholders and register of beneficial ownership for Northern Trust Luxembourg Corporate Secretarial team;
-Admin works (maintenance of reports/tasks database, reports preparation in relation to town halls, bimonthly error discussion, monthly technical coordinator forum, POC for key priorities and projects, and process training for new hires/cross-trainings, new partner onboarding);
-Projects in relation to process improvements within the team;
-Coordination with offices in Luxembourg, Ireland, and Guernsey.
The position is responsible in providing assistance, execution and preparation of the following:
-KYC/Due Diligence/ Preliminary Requirements (purchase of NPL portfolios, engagement of advisory services, bank facilities etc.);
-Business permits application/renewal, bureau of customs accreditation, other government accreditations for Altus projects;
-Compliance/ annual filings for Altus entities in Cayman Islands, Philippines, Malaysia, Singapore (SEC, BIR, CIMA, ACRA etc.);
-Secretary’ Certificate, and minutes of the meetings;
-Communication/coordination with legal counsels and company secretaries for issuance of legal opinions, resolutions, and certifications needed for Altus transactions;
-Release of shipments from the Bureau of Customs;
Filing of legal and transaction documents and contracts;
-Notarization of documents;
-Audit requirements;
-Execution of agreements;
-Company incorporation;
-Compliance with obligations/ requirements in agreements with banks, lenders, shareholders, investors;
-Insurance concerns;
-Drafting of simple letters & POAs;
-Legalization of documents (Regional Trial Court, Embassy, and Department of Foreign Affairs);
-Admin works (filing of documents, transmittal, scanning etc.) and executive assistant tasks.
The position is responsible for organizing company records, handling HR concerns, monitoring of stocks, visa application, and proofreading and drafting of contracts and providing assistance to other departments and the Chairman when necessary.
-Interview coordination, preparation of employee contracts, and requirements completion;
-Maintain employee database and files;
-Oversee issuance of calling cards, supplies, and office designs/materials;
-Coordinate travel bookings for the Chairman;
-Coordinate with other Rida offices and employees;
-Schedule and confirm meetings, attend and minute taking;
-Drafting of letters, memos, and reports;
-Handle documents for the Chairman's signature;
-Check and process requirements for travel with Embassies.
The position is responsible in providing overall assistance to the President and CEO in all aspects as required and is responsible in providing information-management support, preparing correspondences and drafting of legal documents for attorney review.
-Key point person between the President & CEO, legal department, employees, and other external partners;
-Review contracts and documents for signature;
-Screen and direct phone calls and distribute correspondence;
-Monitor the Executive Office e-mails;
-Attend meeting on behalf of the President & CEO;
-Arrange travel bookings and calendar management;
-Oversee and handle the budget, facilities, deliveries and supplies for the Executive Office;
-Lead and manage executive servers;
-Maintain proper filing of documents and database system.