Executive Assistant – Legal at CIC Insurance

PURPOSE:

Reporting to General Counsel and Group Company Secretary, the role is responsible for providing administrative support, primarily to the General Counsel & Group Company Secretary, as well as supporting the legal team with project assignments and assisting the wider team. This position requires a high level of discretion and confidentiality, along with the ability to manage relationships both internally and externally.

PRIMARY RESPONSIBILITIES:

• Provide administrative support for the General Counsel & Group Company Secretary, understanding and anticipating challenges faced by leadership executives, and managing or rescheduling priorities effectively and proactively.
• Work independently, proactively, and use sound judgment skills daily.
• Schedule meetings, prepare meeting logistics, coordinate preparation and distribution of materials, maintain calendars, and assign tasks, etc.
• Compose correspondence for the General Counsel & Group Company Secretary’s signature.
• Prepare a variety of correspondence, forms, contracts, lists, requisitions, memoranda, letters, complex reports, and other documents; format and proofread materials to ensure accuracy.
• Support the requisition of departmental stationery, Request for Proposal (RFP), and Request for Quotation (RFQ).
• Edit and finalize agenda items for submission to the Board Secretary.
• Coordinate with the General Counsel & Group Company Secretary and the legal team to ensure timely, accurate, and comprehensive agenda items.
• Prepare agendas and minutes for departmental meetings and other meetings as assigned.
• Serve as liaison between the General Counsel & Group Company Secretary and outside entities.
• Conduct research and provide recommendations on special projects and assignments.
• Manage incoming and outgoing telephone calls and emails.
• Maintain a variety of complex files and records, often involving confidential materials.
• Keep and update policy registers, ensuring that all relevant policies are accurately tracked and maintained.
• Handle sensitive/confidential information requiring a high level of discretion; analyze problems and suggest solutions.
• Undertake any other related projects and duties as assigned from time to time

Academic and Professional Requirements
Education

• Degree in administration, or a Business-Related field
• Professional Qualification    Certificate of completion of Secretarial Studies is desirable.

Qualifications & Skills Required:

• At least 3 years relevant experience in a similar administrative role.
• Ability to work independently with minimum supervision
• Excellent communication skills – written, oral, presentation, business letter writing and report writing
• Excellent records management and filing principles and practice
• Budgeting and reconciliation skills are an added advantage
• Strong decision-making skills
• Critical thinking
• Ability to maintain highest levels of integrity and objectivity;
• Confidentiality
• Willingness to learn and continuously expand technical and business skills in all areas
• Flexibility in mobility