SECRETARIAL SUPPORT OFFICER - FUNCHAL

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.
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Word, Excel, and Outlook; and • A good understanding and technical knowledge of Company Administration and relevant Company Law.
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