Executive Assistant

Position
The Management Assistant provides efficient and responsive administrative, secretarial, organizational and logistical services to Management and the office. 

Main Du

• Responsible for confidential, efficient and high-level office administrative/management support including corporate administration
• Coordinate and schedule the daily agenda and to-do list, as well as weekly and monthly calendar appointments 
• Ability to provide support and assistance in the management of multiple projects
• Provide support with Office related communications
• Support with arrangement of Client gifts & rewards 
• Communicate well with and be able to give instructions and monitor progress of daily work and operations within the office in absence of the Office Manager
• Liaise with external vendors as required to meet office needs

• Managing office-related events (including Employee Events) including, but not limited to:
  • Coordinating and scheduling all arrangements around these events for all three Citco Curacao divisions
  • Conceptualizing event themes
  • Vendor Management: researching and selection of vendors (including negotiating pricing)
  • Supervision and coordination of the Social Committee 
  • Responsible for a yearly Events Calendar 
• Coordinate and schedule all travel arrangements of management 
• Reconcile and submit expense reports for senior managers
• Handling daily, weekly or Monthly payments with the Accounts Payables team (AP) including Procurement process
• Collecting and composing management information 
• Maintain a comprehensive filing system on the Management drive (Annual General Meetings, Financial Statements, Resolutions, minutes of Meetings, Board Reports etc.)
• Provides administrative support to management for regulatory compliance tasks by:
  • Maintaining and organizing regulatory related documentation
  • Assisting in scheduling and organizing meetings and preparing minutes
  • Managing document filing systems for meeting and regulatory filing materials
  • Taking and distributing minutes of meetings
  • Supporting management with preparation of presentations
  • Helping to track deadlines for regulatory filings and updates
• Maintain an overview of the corporate reporting obligations and ensure timely filings/reporting 
• Perform administrative tasks in relation to the Communication with Regulators (CwR) process
• Provide a service that is in line with the Managing Director’s habits and preferences 
• Take care of the organizational tasks related to meetings, presentations internal and external and take minutes for all meetings 
• Registration Chamber of Commerce and prepare authorized signatory lists including registration of authorized signatories for the local bank accounts. 
• Any other duties which the organization may require as part of the business and operations

• associate or bachelor's degree
• Demonstrable experience in an administration/executive assistant role in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts 
• Strong sense of responsibility
• Able to deal with competing pressures
• Service-minded attitude
• Team player with the ability to successfully work in a fast pace and demanding environment
• Strong attention to detail and accuracy