Primary Job Function :
- Provide administrative and secretarial support to the organization, ensuring efficient daily operations and professional service delivery.
- Prepare and produce documents, reports, presentations, and correspondence with a high degree of accuracy, quality, and timeliness.
- Collect, record, sort, track, and file information in accordance with established organizational procedures and compliance standards.
- Manage incoming and outgoing mail, communications, and inquiries, ensuring proper routing, timely responses, and professional handling.
- Coordinate travel arrangements, including flights, accommodations, visas, itineraries, and logistics for team members and leadership.
- Schedule appointments, meetings, and events, and prepare meeting materials such as agendas, minutes, and action logs.
- Operate and maintain office equipment and systems, ensuring they support business and regulatory activities effectively.
- Apply subject‑matter knowledge to independently address routine business needs, solve issues, and support workflows with minimal supervision.
- Support regulatory submissions, including gathering required documents, ensuring compliance formatting, preparing files, and assisting in communications with regulatory authorities.
- Manage compliance documentation, including records related to permits, certifications, audits, and regulatory reporting.
- Maintain and update regulatory files, trackers, and databases, ensuring accuracy, version control, and full audit readiness at all times.
Core Job Responsibilities :
Administrative & Executive Support
Provide administrative support to Senior Management (including Executives and Board Members).
- Organize and prioritize information to ensure efficient decision-making and workflow.
- Draft, prepare, and proofread high-quality correspondence, presentations, and documents.
- Coordinate internal and external meetings, committees, and workshops.
- Regulatory & Compliance Support
- Assist with preparing, formatting, and submitting regulatory documents and compliance reports.
- Maintain accurate and up-to-date regulatory records, approvals, licenses, and renewals.
- Support internal and external audits by organizing evidence, documents, and follow‑ups.
- Monitor regulatory updates and ensure relevant teams receive timely information.
- Documentation & Information Management
- Manage document lifecycles through approved systems (e.g., SharePoint, controlled document systems).
- Ensure consistent organization, categorization, and retention of records.
- Prepare routine reports, dashboards, and summaries for management.
- Office & Operational Coordination
- Liaise with internal departments, external agencies, and regulatory bodies when required.
- Respond to inquiries professionally and serve as a point of contact for administrative or regulatory matters.
- Ensure office processes run smoothly by collaborating with other administrative staff.
- Contribute to streamlining administrative workflows and maximizing efficiency in line with organizational goals.
Supervisory/Management Responsibilities :
Direct Reports : NA
Indirect Reports : NA
Position Accountability/Scope :
- Administrative Assistant
- Regulatory Assistance
Minimum Education :
Administration, Regulatory Affairs, or equivalent.
Minimum Experience
- 2–5 years of administrative, regulatory, or operational support experience.
Experience supporting senior leadership or working in a regulated industry is an advantage.
Skills & Competencies
- Strong organizational, planning, and multi-tasking skills.
- Excellent written and verbal communication & coordination abilities.
- High attention to detail and accuracy.
- Proficiency in Microsoft 365 tools (Excel, Outlook, Word, PowerPoint, SharePoint).
- Ability to work independently under limited supervision.
- Ability to manage multiple deadlines
- Strong sense of confidentiality, integrity, and professionalism.
- Familiarity with regulatory or compliance processes is a plus.
- Analytical thinking and problem-solving
- Process-oriented mindset
Behavioral Competencies
- Integrity & Confidentiality
- Attention to Detail
- Collaboration & Teamwork
- Process Orientation & Discipline
- Accountability
- Stakeholder Focus
- Problem Solving & Initiative
