Administrative Assistant-Corporate Governance

Assist the Corporate and Governance team with daily administrative and clerical duties to ensure efficient operations within the Unit.

Key Accountabilities

• Maintenance of the manual filing system for specific clients as per database, i.e., for listed companies (e.g., Annual Reports, proxy etc.)
• Maintenance of the electronic filing of documents for all other clients in CCH, including creation of client codes (e.g., statutory documents from government offices)
• Prepare retention letters to forward registered duplicates to clients, including scanning and uploading in CCH
• Arrange with the Administrative Team for the collection of mail from the Company’s P.O Box on a weekly basis
• Within three (3) days of receiving the mail, sort and dispatch it to clients who Aegis provides the service of Address of the Registered Office
• Registered Mail, mail from the BIR, mail from TTSEC and mail from FIU must be treated with urgency, recorded with date and time of receipt and immediately dispatched to the relevant clients/parties
• Maintenance of the department’s various databases (e.g., Annual Returns i.e., local and external, assignments tracker and beneficial ownership, etc.)
• Continuation of the department’s paperless project (dispatching original statutory documents to the respective clients)
• Follow up with Aegis’ receivables clerk on a bi-monthly basis regarding settlement of the department’s outstanding invoices
• Visit relevant government offices to process documents on behalf of the department.