Assistant Corporate Secretary

The Assistant Corporate Secretary performs specialized, complex and confidential secretarial functions to the Corporate Secretary and Executive Management and produces a variety of documents for Executive Management, Board of Management and Board Committees.

THE CHILDREN’S AUTHORITY OF TRINIDAD AND TOBAGO

JOB DESCRIPTION – ASSISTANT CORPORATE SECRETARY

________________________________________________________________

Job Title:               Assistant Corporate Secretary

Department:          Board of Management

Section:                 Office of the Director

Reports to:            Corporate Secretary

Direct Reports:     N/A

Indirect Reports:  N/A                    

________________________________________________________________               

JOB SUMMARY

The Assistant Corporate Secretary performs specialized, complex and confidential secretarial functions to the Corporate Secretary and Executive Management and produces a variety of documents for Executive Management, Board of Management and Board Committees.  The incumbent provides a range of support services that includes arranges appointments, meetings and travel requirements, sets up and maintains office filling systems, assists with the coordination and planning of meetings, operates business machines such as fax, photocopier and mailing equipment.

These services will be delivered in keeping with best practice, while respecting and promoting the rights of the child.

KEY RESPONSIBILITIES AND DUTIES

1. Provides confidential secretarial functions to the Corporate Secretary, Director and Executive Management, by producing a variety of documents such as correspondence, executive minutes, agendas and Board reports: updated and maintains computer files, databases, email and directories; utilizes desktop publishing applications where required.
2. Composes correspondence for executive signatures; sets up appointments and meetings; provides and/or co-ordinates the provision of secretarial services for the members of executive management group; prepares and distributes notices of meeting at the Board of Management.
3. Sets up and maintains office filling systems, including correspondence and related administrative records.
4. Assists the Corporate Secretary with the co-ordination and planning of meetings by ensuring locations and meal arrangements are booked, preparing and distributing meetings agendas and meeting materials and acting as liaison with all involved community contacts and businesses.
5. Attends a variety of senior management and or board meetings and take minutes, produces and distributes minutes as appropriate; gathers information for inclusion in Board of Management report s on request; distributes meeting packages prior to meetings.
6. Coordinates case preparation with the manager and the legal associates, including gathering information and locating important files, and assists them in timely filing of documents, court orders, appeals and motions for cases.  
7. Works closely with the Records Team Lead to develop and maintain hard copy and electronic filing systems of correspondence, case management documents, reports, circulars, confidential matters, and any other relevant/pertinent records in a manner that allows for easy and accurate filing, storage, archiving and retrieval.
8. Manages stationery and office supplies inventory for the office of the Corporate Secretary by checking stock to determine inventory level, anticipating needed supplies, expeditiously placing orders and verifying receipt of supplies.
9. Monitors the operation of equipment by completing preventive maintenance requirements, and requesting repairs, as needed.
10. Handles confidential and sensitive matters in a discrete manner, and keeps all information effectively secured.
11. Represents the Authority at meetings, workshops, seminars and conference.
12. Performs any other related duties.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• Associate Degree in Paralegal Studies.

• Three (3) years’ experience working closely with senior management in a legal environment.

 REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Ability to maintain confidentiality in the performance of duties.
• Strong organisational skills.
• Ability to multi-task, prioritise and meet strict deadlines in a fast-paced environment.
• Working knowledge of legal practices.
• Ability to prepare legal correspondence and documents.
• Ability to organise and maintain files and records.
• Knowledge of office management policies, practices and procedures.
• Working knowledge of children’s issues.
• Ability to work independently and in a team environment.
• Excellent interpersonal and communications skills (oral and written).
• Proficiency in computer usage and the Microsoft Office Suite.

Interested persons are asked to adopt the following guidelines when submitting an application:

• Kindly submit your Resume and Cover Letter in one (1) document in either a word or pdf file.
• Applications are to be titled as the Candidate’s name, i.e. First Name and Last Name.
• Clearly identify the position applied for in the Cover Letter and Subject of the email.
• Hard copies of applications will be accepted, however soft copies are preferred.
• Please apply via one (1) advertising medium only.
• Only shortlisted Candidates will be contacted.