department Secretary / corporate SecretaryThe First Abacus Group of Companies

I. Basic Function
The job holder contributes to the growth and profitability of the company by providing personal administrative support to the Head of Department and the analysts through conducting and organizing administrative duties and activities. In this role, the following job skills and requirements are required:
• Listening and Communication Skills: The job holder is expected to follow instructions from the Department Head and the financial analysts, and the job holder's ability to understand those instructions with little or no follow up is highly appreciated. Understanding investment banking terminology and being able to apply it correctly will also help. Good listening and communication skills ensure that the information is relayed correctly.
• People/Interpersonal Skills: The job holder is the first line of communication between the Corporate Finance office and the outside world, potentially speaking with clients, regulators, auditors, and lawyers. The job holder's people and interpersonal skills will help.
• Organizational Skills: The job holder helps keep the working day in order. Scheduling meetings, court dates, travel plans, billing, etc. will all require terrific organizational skills.
• Computer Skills: Writing emails, transcribing notes, researching legal documents, faxing, copying, creating spreadsheets, and printing documents figure heavily in the job holder's day.
II. Duties and Responsibilities
1. Following Instructions
1.1. Follow instructions from the Head of Corporate Finance, which will require the ability to understand such instructions with little or no follow up.
1.2. Understanding investment banking terminology and being able to apply it correctly will also help.
2. First Line of Communication between Corporate Finance Office and Outside World
2.1. Complete requests by greeting clients, in person or on the telephone, and answering or referring inquiries.
2.2. Acting as a receptionist and/or meeting and greeting clients.
2.3. Answer calls, take messages, and handle correspondences.
3. Arrange and Service Schedules
3.1. Manage department schedule by maintaining calendars for department head and personnel and arranging meetings, conferences, teleconferences, travel plans, billing, etc.
3.2. Service meetings and conferences, as necessary.
4. Reports and Documentation
4.1. Writing emails, transcribing notes, researching documents, faxing, copying, and creating spreadsheets, and printing documents figure heavily in this role.
4.2. Actively involved in the documentation part of issue management and underwriting engagements.
4.3. File and organize documents and keep everything confidential.
5. Administration
5.1 Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
5.2 Secure information by completing database back-ups.
5.3 Logging or processing bills or expenses.
5.4 File and update contact information of relevant parties.
6. Others:
6.1 Perform other duties that may be assigned from time to time with the objective of making things easier for the Head of Corporate Finance and the financial analysts.
Candidate must possess at least a Bachelor's/College Degree , Economics, Finance/Accountancy/Banking, Business Studies/Administration/Management, Secretarial, Commerce or equivalent.
At least 1 year(s) of working experience in the related field is required for this position or Fresh graduate with average scholastic records.
Preferably 1-4 Yrs Experienced Employees specializing in Secretarial/Executive & Personal Assistant or equivalent.
Full-Time position(s) available.