board Secretary/paralegalThe Philippine Stock Exchange Inc.

Job Description:
Prepares and collates materials for regular and special BOD meetings. Ensures that copies are complete and in compliance with the required format.
Arranges all the necessary things needed for the board meeting and other committee meetings such as but not limited to sending notice of the meeting, requesting for BOD's per diem, contacting caterers, preparing the materials to be used, ensuring that presentations are readily uploaded in the laptop, etc.
Provides assistance in the Annual Meeting of the Stockholders. Makes sure that all the materials are properly and completely prepared. Catering contract is executed accordingly. Documents such as proxies, secretary certificates and list of beneficial owners are filed in organized manner. Annual reports and Information Statements are arranged with name and address labels and ensure that this will be sent to stockholders via courier.
Establishes an effective working relationship with the secretaries of the BOD and Corporate Secretary and become the central principal point of contact within the office in order to ensure that they receive good administrative support.
Provides assistance to the Corporate Secretary in disseminating instructions to appropriate management officer and staff such as but not limited to sending memo and resolutions, email notifications, etc.
Assists different departments on their queries related to the board such as Board of Directors' directory and schedules of meetings and requests for board resolutions and materials elevated to the Board of directors.
Coordinates visits from foreign countries and other exchanges, representatives from business, NGOs, and media in their meetings with BOD and/or Chairman. Provides assistance to PIRS and or other departments in the company events that the BOD may attend or participate.
Maintains the database of index files of the minutes of meetings. Makes sure to update the same every after board meeting.
Ensures that office filing systems and records are properly maintained and updated in accordance with existing office requirements, such as documents internal to Board Secretariat correspondence and external communications to and from the BOD and Corporate Secretary, inter-office memoranda, Board minutes of meetings, stockholders information and similar documents. In relation to this, conducts an inventory of the files in hard and scanned copies annually.
Acts as the central receiving and distribution of documents. All documents that are received and distributed are properly recorded to monitor them.
Promptly liquidates all cash advances of the department and files all documents for references. Settles payables accounted to the Board Secretariat like payments for caterers, cakes purchased, travel, etc.
Requests office supplies for the Board Secretariat that must be sufficient for the whole month. Arrange them properly in the cabinets.
Qualifications:
Candidate must possess at least Bachelor's/College Degree in Business Studies/Administration/Management or equivalent.
At least 1 Year(s) of working experience in the related field is required for this position.
1-4 Yrs Experienced Employee specialized in Clerical/Administrative Support or equivalent.
Preferably with working experience/s in Law Office/s
Willing to work on-site (BGC, Taguig)
Can start ASAP