Job vacancy Administrative Assistant

Our client is seeking to employ an Administrative Assistant for a period of three (3) months to support the Legal Department .

Job Summary

To perform a variety of confidential legal administrative duties for the Managing Counsel, Counsel I and Legal Assistants. The candidate will also assist in managing various activities within the Legal Department.

Preparation and Processing of Master Service Agreements
Managing Insurance Renewals:

• Reviewing insurances
• Liaising with internal and external parties
• Updating insurances site

Preparation of General Agreements:

• Assist in the review, formatting and/or preparation of the following agreements:

• Rental of Office Equipment
• Lease of Motor Vehicles
• Janitorial Services
• Pest Control Services
• Security Services
• Tenancy Agreements
• Healthcare Services Agreements
• Room Reservation Agreements
• Event Agreements
• Mutual Hold Harmless Agreements
• Deeds of Covenant

Processing of Executed Agreements in the Division

Secretarial Duties:

• Performance of secretarial duties in relation to Operating Committee Meetings:
• Assist with preparation of presentation slides for meeting
• Preparation of action items arising from meeting
• Circulation and follow up of action items status

Corporate Secretarial:

• Preparation of Board Packages for Board Meetings and Annual General Meetings for the Company and its affiliated companies:
• Assist with preparation of presentation slides
• Assist with drafting of resolutions
• Assist with compiling Board documents

Training:

• Preparation of materials required for company in-house seminars for Code of Conduct, Anti-Corruption and Purchase Order Training

General Administrative Duties:

• Preparation of general correspondence/reports
• Preparation of Timesheets for Managing Counsel and Counsel I
• Creating and updating binders in respect of:

• Tax matters;
• Executed agreements;
• Invoices submitted for payment;
• Management Meetings;
• Joint Ventures; and
• Drilling Programmes

• Scanning documents and maintaining electronic filing system.
• Scheduling appointments/meetings
• Making travelling arrangements

Miscellaneous:

• Liaising with external counsel and the Accounts Department for management of Legal Department invoices
• Preparation and review of Company Registry forms such as Annual Return Forms and Beneficial Ownership Forms
• Updating of minute books

Job Requirements

• At least 3 years’ experience in a similar position
• Certification as an Administrative Professional will be an asset
• Knowledge of SharePoint will be an asset
• Knowledge of DocuSign will be an asset
• Advanced Microsoft Office 365 proficiency:
  • Outlook
  • MS Word (experience using Track Changes and building Tables is mandatory)
  • MS PowerPoint (ability to use animations will be an asset)
  • MS Excel

Job Skills

• Excellent interpersonal and relationship building skills
• Excellent organisational skills and ability to work within deadlines
• Excellent written and verbal communication skills
• Willingness to work flexible working hours as and when required
• Strong attention to detail
• Ability to work independently
• Punctual

Job Ref: RM

8,500 - 9,000 (TTD)

21 May, 2024 (19 days left)