Assistant Secretary to the Board
Reporting to the Secretary to the Board, the Assistant Secretary to the Board will assist with organizing and coordinating various aspects of the business of CIMA’s Board of Directors -who governs CIMA and is responsible for the policies and general administration of the affairs and business of CIMA. Specifically, the person in post provides assistance to the Secretary to the Board in the various functions outlined below.
RESPONSIBILITIES:
The successful candidate will:
• Assist in providing notification of Board and Board sub-committee meetings as specified in acts and policy;
• Assist with or coordinate all Board/Board sub-committees;
• Takes and prepare meeting notes, minutes and summaries (including Draft Minutes of Meeting Notes without the assistance of any recording devices) of all Board related or Sub-Committees’ of the Board meetings ensuring accuracy, clarity and confidentiality as assigned by the Secretary to the Board;
• Organize/maintain all records in an efficient electronic and manual filing system for the Board of Directors and sub-committee meetings in accordance with applicable laws and/or policies;
• Conduct searches through filing system to provide information/documents as requested by internal divisions;
• Coordinate and action (on direction of the Secretary to the Board) requests for papers which the Authority would like the Board to grant urgent approval for by round robin, instead of convening a meeting.
• Perform Secretary of the Board duties when postholder is on leave;
• Record and communicate actions/tasks assigned at Board and sub-committee meetings;
• Notify parties of Board decisions on submissions presented and prepare Board Extracts of all resolutions. Ensure documents are amended as per the Board’s request; and
• Arrange conference room facilities and catering for board meetings and other CIMA meetings.
REQUIREMENTS:
• Secretarial Practice Certificate with a High School Diploma [passes in English, Mathematics, Information Technology, and Business Principles being an asset].
• Qualifications in Company or Board secretarial practice would be an asset.
• Two (2) years of experience working with a Board of Directors; or three (3) years of experience working as an executive secretary or personal assistant to a senior executive in an organization.
• Excellent skills in word processing, organization, communication (oral and written), and record management skills;
• Must have the ability and skill to draft memos, Board resolutions, meeting notes and prepare concise and succinct minutes (without the assistance of any recording devices);
• Proficiency in Microsoft (MS) Office applications, especially Outlook, Email, Word, Excel, Adobe Reader; and
• Knowledge of financial services and of working in a corporate environment.
Caymanians, persons possessing Caymanian Status, Permanent Residency, or Residency Employment Rights Certificate need only apply.
Direct applicants only. Applications received from agencies will not be accepted at this time.
(Only shortlisted candidates will be notified)
Application for Employment
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