JOB SUMMARY :
We are looking for an Administrative Trainee to join MEDINE GROUP | Shared Services.
The Administrative Trainee will provide secretarial and administrative assistance to the Management Team (Chairman, Chief Executive, Group Company Secretary), including assisting in convening and organizing board and shareholders’ meetings.
Duties & Responsibilities
Administrative & Secretarial duties:
- Prepare reports, letters and other documents using word processing.
- Perform general clerical duties to include, but not limited to, filing, copying, faxing, and mailing.
- Maintain department filing and e-filing.
- Handle manual and online statutory filing with Corporate and Business Registration Department (CBRD).
- Perform online and manual company searches.
- Take and forward messages in time.
- Sort incoming mails and distribute accordingly.
- Prepare payments for claims, requisitions, purchase orders and other accounting/ financial duties.
- Order office stationeries and computer supplies. Monitor stock.
- Attend meetings and issue minutes as and when required.
Coordination:
- Gather information and documents.
- Liaise with auditors, graphic designers, printers, share registrar.
- Assist in the update of statutory registers on Eazzy Corporate.
- Assist in the reporting process towards The Stock Exchange and Financial Services Commission.
- Liaise with officers of the CBRD for statutory filing purposes from time to time.
- Liaise with The Stock Exchange officers in respect of our listed company and with stock brokers to follow their share performance trend.
- Liaise with notaries, attorneys, barristers, bankers, auditors and other professionals from time to time.
Organization:
- Assist in convening/ organizing board, subcommittees and shareholders’ meetings.
- Prepare agenda and support documents.
- Prepare and send notices to directors/ shareholders.
- Prepare attendance sheets for board and shareholders’ meetings.
- Type and classify minutes of proceedings.
- Legal/ statutory compliance following board and shareholders’ decisions.
- Schedule and arrange appointments and meetings for the company secretary from time to time.
Customer Service:
- Establish and maintain effective business relations with internal and external clients.
- Respond to callers’ and visitors’ inquiries with a strong focus on customer care.
- Maintain the company’s professional image.
OTHER
- Any other cognate duties as may be necessary in the circumstances and/or required by the employer.
CANDIDATE’S PROFILE :
Qualifications Required:
- A Degree level from a recognized institute.
- ICSA will be an advantage.
- At least 1 year of related/ relevant experience.
Key competences (Knowledge, Skills, Attitudes, Behaviours):
- Integrity and confidentiality
- Computer literate with good administrative planning skills.
- Ability to communicate effectively both verbally and in writing
- Ability to follow oral and written instructions.
- Ability to operate standard office equipment.
- Attention to details.
- Good personal and problem-solving skills.