Details

Salary and Benefits

MVR 18,000 - MVR 20,000
Other benefits include health insurance & attendance bonus

Job Description

Role Summary:

We are seeking a dedicated, detail-oriented Company Secretary to oversee secretarial and administrative operations for our group of companies. The ideal candidate brings a minimum of 5 years’ relevant experience, exceptional organizational skills, and fluency in both English and Dhivehi. This role emphasizes ensuring a seamless office environment while providing top-tier support to the company’s owners in their day-to-day business activities.

 

Key Responsibilities:

1. Manage the Board Members' calendar, schedule appointments, and coordinate meetings, ensuring optimal time management and effective prioritization of tasks. Regularly assess the Board Members' schedule to anticipate and resolve potential conflicts, keeping all stakeholders informed of updates.
2. Screen and respond to incoming emails, calls, and other communications on behalf of the Board Members, ensuring timely responses while maintaining a high level of professionalism and confidentiality. Prioritize messages, redirect inquiries when appropriate, and provide summaries of essential communications to the Board Members.
3. Prepare and organize documents, presentations, reports, and briefing materials for meetings, conferences, and other engagements. Ensure all materials are well-structured, accurate, and aligned with the Board's objectives, adjusting to meet specific audience needs and expectations.
4. Coordinate travel arrangements, including flights, accommodations, and transportation, for the Board Members and other key stakeholders. Manage complex itineraries, oversee bookings, and address logistical needs to ensure smooth travel experiences.
5. Act as a liaison between the Board Members and internal departments, external partners, government agencies, and other stakeholders, facilitating open communication and positive working relationships. Ensure that all parties remain informed and engaged, addressing queries and concerns promptly.
6. Assist in the planning and execution of events, conferences, and official functions, providing logistical support, coordination, and troubleshooting as needed. This includes vendor coordination, venue preparation, and managing on-site details to ensure events run smoothly and meet the Board's standards.
7. Conduct research, compile data, and analyze information to support the Board in decision-making and strategic planning. Gather relevant information from various sources, evaluate data, and prepare concise reports or recommendations to inform the Board's strategic initiatives.
8. Handle sensitive and confidential information with utmost discretion, integrity, and professionalism. Implement best practices for information security, ensuring that sensitive documents and communications are managed in compliance with confidentiality protocols.
9. Ensure efficient office organization through effective document control, both digital and physical, and manage general administrative tasks to maintain smooth and streamlined operations. Regularly audit and update filing systems, both digital and physical, to ensure easy access to essential documents and efficient workflow.
10. Anticipate the needs of the Board Members, proactively identify opportunities for process improvement, and provide high-quality support to enhance the Board's effectiveness, including special considerations for family member requirements as they arise.
11. Oversee work permits, visa, and passport renewals for expatriate office staff and personal staff of the Board Members and their families, such as drivers and maids. Ensure all documents are checked for expiry and renewed on time to maintain compliance.
12. Handle petty cash and office supplies management, including ordering, inventory control, and delivery coordination with the assistance of the Office Assistant to ensure resources are readily available and efficiently utilized.
13. From time to time, assist and accommodate requests from the Board Members' family members as needed, ensuring their needs are met professionally and efficiently.
14. From time to time, assist other departments in preparing, filling out, and submitting forms to relevant offices on time, ensuring accuracy and compliance with deadlines.

Qualifications:

Educational Background:

• Diploma or equivalent in Business Administration, Communications, or a related field, or at least 5 years of relevant experience.

Experience:

• Demonstrated experience as a personal or executive assistant, or in a comparable role.

Organizational Skills:

• Exceptional ability to organize and prioritize multiple tasks simultaneously.

Communication Skills:

• Strong written and verbal communication skills.

Technical Proficiency:

• Skilled in office software, including the Microsoft Office suite, email, and scheduling tools.

Problem-Solving Abilities:

• Proactive approach in identifying and resolving potential issues.

Discretion:

• Capable of managing sensitive information with the utmost confidentiality.

Adaptability:

• Flexibility to respond to evolving priorities in a dynamic work setting.

Professionalism:

• Consistently uphold a high standard of professionalism in representing management to both internal and external contacts.

Initiative:

• Ability to identify areas for improvement and independently implement effective solutions.

 

Remuneration: MVR 18,000.00 to 20,000.00 (Other benefits include health insurance & attendance bonus)

 

Qualified candidates are welcome to submit their comprehensive resumes, including a recent Police Clearance Certificate, relevant Job Reference Letters, and Educational Certificates, via email to [email protected] by 04:00 PM on 5th November 2024. Kindly ensure the Position Title is clearly mentioned in the subject line of your email.

• This position is open to local candidates only.
• Only shortlisted candidates will be contacted for interviews

Requirements and Qualifications

Minimum Experience

5 Years

Minimum Qualification

Diploma

Documents to Submit

Documents

• Resumes
• Police Clearance Certificate,
• Relevant Job Reference Letters and
• Educational Certificates

Other Information

Occupations

• Company secretary

Employment Type

• Full-Time