Job Description

Working closely with company secretaries, partners, associates and other professionals on funds-related matters. This is a busy client-facing role that will require an organised, detail-oriented individual with strong administrative and communication skills.

• Perform all work in relation to the compilation of board packs for quarterly and ad-hoc meetings (using Diligent or PDFs)

• Liaise with clients, service providers and boards of directors in relation to the compilation of the board papers and the organization of the meetings

• Liaise with all service providers to confirm presenters at meeting, in person / by phone / by VC and draft attendance sheet

• Manage calendar invitations for the meetings

• For in-person meetings arrange room set up / car spaces / lunch / all necessary printed documents

Signing of Documents

• Arranging signing of documents by directors and other parties

• Arranging notarisation, apostilling and consularisation of documents

Audit Requests

• Providing year-end signed minutes and board packs to auditors

Ad-hoc Queries

• Assisting with queries on various databases including but not limited to Diligent Entities, Vision-Net, the CRO website and the Central Bank ONR website;

• Assisting with ad-hoc queries as they arise

Additional Responsibilities

• Provide lunchtime and holiday cover for the reception desk

• When needed, prepare meeting rooms, order catering and organize taxis for meetings

Required Knowledge, Skills, and Abilities

• English fluency at native or full professional proficiency
• Excellent interpersonal and organizational skills
• High attention to detail and ability to multi-task
• Ability to priorities and co-ordinate work
• Ability to maintain confidential information
• Ability to complete assignments within agreed deadlines by prioritizing workload
• Ability and willingness to learn new skills as they become necessary
• Practice and foster an atmosphere of teamwork and co-operation
• Excellent computer skills in MS Office, including Outlook
• Applies highest standards of integrity, honesty and ethics in dealings with others
• Leaving certificate or higher education plus some work experience required 
• Prior office experience, including work as part of a team, strongly preferred
• Exposure to law firms or financial services an advantage 
• Experience in a company secretarial department and in the compilation of board packs an advantage
• Experience using document management software or board pack software an advantage