Secretary / Administrator
Isle of Man
Permanent
Our client seeks a Secretary / Administrator to join their team and provide high-quality secretarial, executive support and administrative services to senior management and the wider team.
This is a varied role where you will take on the responsibilities of Secretary, Personal Assistant and Administrator to help ensure that client, corporate and office administration is completed accurately and professionally. The role requires discretion, excellent organisation and a strong commitment to client service in a regulated financial services environment.
Key Responsibilities:
- Provide day-to-day administrative support across the business, including document production, data entry and records management.
- Support the administration of captive insurance companies and other managed entities in accordance with procedures and applicable Isle of Man requirements.
- Maintain accurate statutory, corporate and client records, including registers, minute books, authorised signatory information and key dates.
- Arrange board and committee meetings for client companies, including coordinating dates and attendance, issuing notices and agendas, collating and quality-checking papers, preparing and circulating board packs securely and within agreed timescales, and filing approved minutes and written resolutions.
- Maintain compliance calendars and monitor deadlines for annual returns, regulatory submissions, renewals and recurring client obligations, escalating upcoming or overdue items promptly.
- Manage diaries, appointments, meetings and travel arrangements for directors and senior colleagues.
- Support the Compliance Officer with client onboarding, customer due diligence checks and periodic reviews, including obtaining, verifying, recording and securely managing due diligence documentation; maintaining accurate and current compliance files; monitoring outstanding information and review dates; and escalating discrepancies or overdue items promptly.
- Liaise professionally with clients and service providers.
- Coordinate and respond to internal administrative, reporting, governance and operational requirements from the wider Group.
- Liaise professionally with operational stakeholders and escalate issues as appropriate.
- Maintain organised electronic filing systems in line with confidentiality, data protection and retention requirements.
- Coordinate incoming and outgoing post, couriers, supplies, facilities matters and general office services.
- Assist with invoices, expenses, purchase records and other routine finance administration as required.
- Undertake other reasonable duties consistent with the nature and level of the role.
Key Skills and Experience:
- Previous experience in a secretarial, personal assistant, executive assistant or administrative role.
- Strong practical knowledge of Microsoft 365 applications, particularly Word, Outlook, Excel, PowerPoint and Teams.
- Experience within insurance, captive management, corporate services, fiduciary services, financial services or another regulated environment would be desirable.
- Excellent written and spoken English, with accuracy and excellent document presentation.
- Proven ability to organise competing priorities and meet deadlines.
- Experience preparing board packs or maintaining statutory and corporate records would ebe desirable.
- Experience handling confidential information and maintaining accurate records.
- Highly organised, with close attention to detail.
- Ideally, have awareness of Isle of Man corporate, regulatory, data protection and anti-money laundering obligations relevant to an administrative role.
Your specialist: Paige Milestone
Quote job ref: 16846
Hi, I'm your specialist Paige and I can't wait to hear from you about this job. You can simply submit your CV or call me on 678144 with any questions.
