Executive & Secretariat Assistant - (Board & CEO Support Focus)
This role will focus primarily on executive and governance support, including CEO assistance, Board meeting coordination, documentation control, and client engagement administrative support within a regulated financial services environment.
Role Overview
The Executive & Secretariat Assistant will provide high-level executive and governance support to the CEO and Board of Managers. The role is focused on coordination, documentation discipline, and ensuring smooth governance operations within a regulated financial services environment.
Key Responsibilities
1.Executive Support
- Manage CEO calendar, travel, meetings, and external coordination
- Prepare meeting packs and circulate materials in advance
- Track follow-ups and ensure action items are closed
2. Board & Governance Support
- Coordinate Board of Managers meetings (agenda circulation, pack preparation, logistics)
- Draft and maintain meeting minutes and decisions log
- Maintain governance documentation repository
- Track regulatory reporting deadlines (in coordination with the outsourced Finance & Compliance Officers)
3. Client & Mandate Administration
- Coordinate engagement documentation (engagement letters, approvals)
- Maintain client matter folders in line with recordkeeping rules
- Ensure documentation completeness and version control discipline
4. Reporting & Documentation Control
- Maintain central document repository structure
- Ensure templates, policies, and procedures are current and properly stored
- Assist in preparing monthly CEO and Board reporting packs
5. Confidentiality & Discretion
- Handle sensitive information (client, regulatory, internal governance) with strict confidentiality
Profile
- 25 years experience in executive assistant / corporate secretary / governance support
- Experience in financial services, legal, or professional services preferred
- Strong written and communication English skills
- Advanced Microsoft Office skills
- Very high attention to detail and documentation discipline
