Senior Administrator, Cosec

Role Summary

The Senior Administrator will provide administrative and organisational support to the Corporate Secretary function. This role requires a proactive, detail-oriented individual with strong organisational and communication skills, capable of dealing with a diverse range of administrative tasks and maintaining confidentiality. The Senior Administrator will play a crucial role in supporting the CoSec Corporate Manager and the Jersey and/or Luxembourg team in fulfilling their Corporate Secretarial responsibilities.

Key Responsibilities

Board and Committee Support:

• Assist in the preparation and distribution of board packs, agendas, minutes, action points and resolutions.
• Coordinate logistics for board meetings, including corporate calendars, meeting invites and setting up MS Teams Meetings.
• Maintain accurate records of board meetings, including minute-taking and action item tracking (under the direction of the Corporate Secretary or other designated personnel).
• Assist in the preparation of materials for board presentations and reports.

Document Management and Compliance:

• Oversee and arrange the filing of statutory and regulatory returns and documents, ensuring timely and accurate submissions.
• Maintain and update statutory registers and other corporate records, ensuring compliance with relevant regulations.
• Assist with the signing of documentation, managing the signature process and maintaining a ratification tracker.
• Establish and maintain an organised and efficient electronic filing system for legal and corporate secretarial documents.

Communication and Liaison:

• Liaise effectively with various internal departments to collect necessary reports and information for board meetings and other corporate secretarial matters.
• Prepare and distribute internal communications and information to relevant stakeholders.
• Handle calls, emails, and other correspondence professionally and efficiently.
• Act as a point of contact for internal and external stakeholders on administrative matters related to the Corporate Secretary function.

Qualifications and Experience

• Proven experience (2-3 years) in a senior administrative role, preferably within a legal, corporate secretarial, or highly regulated environment.
• Strong understanding of corporate governance principles and regulatory requirements (experience in Jersey and/or Luxembourg is advantageous).
• Excellent organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Exceptional attention to detail and accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Experience in minute-taking and action item tracking is desirable.
• Familiarity with document management systems and electronic filing.

Personal Attributes

• Proactive and self-motivated.
• Excellent interpersonal skills and the ability to work effectively as part of a team.
• Strong problem-solving skills.
• Ability to work independently and take initiative.
• Professional and discreet manner.
• Adaptable and flexible approach to work.