FTC Secretary/PA

Job Ref: LF 25262
Posted: 2022-06-20
Leapfrog Jobs

Do you have first class secretarial and drafting skills? If so, this 6 month assignment where you will provide high level secretarial and general support to assist Shareholders, Directors and Trust Admin teams could be ideal for you.

Location

Guernsey, Channel Islands

Responsibilities

Duties will include, but will not be limited to:

Providing secretarial support to busy directors, anticipating issues well ahead of time, including diary management, booking/setting up meeting rooms and booking taxis and restaurants.
Preparing general correspondence via Viewpoint for Directors and administrators as required.
Booking all business travel requirements for directors and senior management via Island Business Travel, preparing travel packs to include itineraries and maps of meeting locations.
Building PowerPoint and subsequent binding of pitch documents and any other marketing material as required, ensuring that details are included in the Marketing Database.
Registering any Director absence in TeamSeer in respect of, travel, training and sickness.
Collating all business expenses, particularly in relation to travel, such as cash receipts and processing reimbursement claim forms as required.
Answering external and internal telephones.
Approving absences (as needed) via TeamSeer, ensuring there is sufficient cover at all times and providing training to new staff as required.
Providing support with time recording for Directors, as necessary.
Drafting Agendas, circulating management meeting action points in advance of meetings and updating as required.
Registering Directors and administrators for conferences, seminars and training courses, diarising the same and arranging payment as required.
Diarising and minute taking quarterly AMC meeting and Risk and Compliance Committee meetings (as required).
Maintaining directors’ contacts information in Outlook.
Setting up conference calls, Zoom and MS Teams meetings to include circulation of appropriate dial in details and links and diarising accordingly.
Ordering in-house lunches for training and lunch and learn meetings.
Providing assistance to the directors and administration teams on various ad hoc administration projects, typing, printing and scanning.
Uploading documents to the Intranet.
Setting up new Third Parties and Verification Subjects in Viewpoint.
Assisting the Business Development and Marketing assistant with maintenance of the template pitch document content and other marketing materials, as required.
Monitoring, scanning and distributing incoming faxes.
Coordinating the destruction of old Company Seals and maintaining the register in Viewpoint.

Skills / Qualifications

Proficiencies in MS Word, PowerPoint, Excel and Outlook, with the ability to communicate effectively at all levels and a 'can do' attitude, along with good attention to detail and accuracy, experience of viewpoint and the ability to manage multiple and competing priorities and work to and meet tight deadlines are essential to the role.

How To Apply

For a full job description or further information on this role please call 711188, or email jobs@leapfrogjobs.com.

If you wish to apply for this role, please submit your CV via the Apply Now button below.
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