Corporate Secretariat Officer

To provide technical and highly responsible administrative support to the Company Secretary/Head Legal Services. To perform technical, legal and highly responsible professional duties for the legal staff at NIPDEC.

Duties and Responsibilities 

• Type the following: 

-  Minutes

-  Decisions

-  Agenda and Notices

-  Reports

-  Letters

-  Memoranda

-  Resolutions

• Draft mortgage bills of sale, memoranda of satisfaction, promissory notes and other documents. 

• Coordinate the gathering of information from various departments in the preparation of contracts and other legal documents. Co-ordinates the flow of information internally and externally. 

• Research and extract information from the Board Committee meetings for Management’s information and guidance. 

• Review and monitor all administrative databases and logs including a contract log. 

• Assist in budget preparation and monitor variances. 

• Prepare Attendance and Punctuality reports. 

• Prepare billing and payment instructions. 

• Maintain all approved minutes of the Board Committee meetings in the official minute books. 

• Assist in the preparation of agenda for Board Committee meetings.

• Responsible for managing highly confidential documentation relating to the Company. 

• Collate packages for meetings of the Board of Directors and all sub-Committees of the Board. 

• Copy and forward confirmed minutes certified by the Company Secretary/Board Committees. 

• Reference all papers given to the Board Committee before filing. 

• Liaise with individuals and external agencies, locally and internationally, in connection with the Company Secretary department’s works and projects. 

• Formulate and monitor processes and procedures for administrative duties within the department. 

• Review documents leaving the department. 

• Receive, route and dispatch outgoing mail. 

• Collate and copy documents as required. 

• Be responsible for the releasing of performance bonds as instructed. 

• Implement and maintain a bond registry and alert the Company Secretary when a bond is due to expire. 

• Implement and maintain a filing system for all the projects files in the Company Secretary Department. 

• Maintain a comprehensive reference manual of administrative procedures. 

• Attend the Companies Registry to deal with matters relating to the Company. 

• File court documents in Trinidad and Tobago and other Caribbean jurisdictions from time to time. 

• Assist the Legal Services Department in the compilation of documents in accordance with directions as set by the various courts and tribunals in Trinidad and Tobago. 

• Implement and maintain a filing system for all the projects files in the Legal Services Department. 

• Perform any other related duties as necessary.

QUALIFICATIONS AND EXPERIENCE: 

Minimum Requirements: 

• Bachelor Degree in Business Administration or any other related field. 

• A minimum of five (5) years of experience in performing administrative duties. 

• Any equivalent combination of training and experience. 

Special Skills and Knowledge: 

• Considerable knowledge of secretarial practices and office procedures. 

• Knowledge of relevant company procedures. 

• Good time management skills. 

• Ability to establish and maintain effective working relationships. 

• Excellent interpersonal and communication skills. 

• Good analytical, problem solving and information gathering skills. 

• Ability to work effectively as part of a team. 

• Must have a high degree of confidentiality. 

• Highly motivated and able to work with minimum supervision. 

• Competence in use of the Microsoft Office software package.