Administrative Support Specialist

2 weeks ago

Taguig, National Capital Region, Philippines Maybank Full time
About the Role

The Board Administrative Officer is responsible for providing administrative support to the Legal and Corporate Secretary and ensuring the smooth operation of the Board of Directors. This involves a wide range of tasks, including preparing board materials, circulating matters for approval, and requisitioning office supplies.

You will be responsible for preparing and delivering Agenda and Materials for MPI Board of Directors meetings, ManCom meetings and Philmay Property, Inc. (PPI) & Philmay Holdings, Inc.(PHI) Board of Directors meetings; circulation of resolutions, policies and guidelines approved by the Board of MPI, PPI & PHI; coordination with MANCOM, CLC, STECOM and ALCO Secretariat on matters due for Board consideration; coordinates with counterparts in the Parent Bank and its subsidiaries and affiliates on all Board related matters; assumes responsibility for payment of directors per diem and reimbursement of their traveling allowances; Preparation of Director's and Secretary's Certificates as may be needed by other units, departments/divisions; entertains stockholders and answer queries, both written and personal;

Key Responsibilities:

  • Preparation and delivery of Agenda and Materials for MPI Board of Directors meetings, ManCom meetings and Philmay Property, Inc. (PPI) & Philmay Holdings, Inc.(PHI) Board of Directors meetings;
  • Circulation of resolutions, policies and guidelines approved by the Board of MPI, PPI & PHI;
  • Coordination with MANCOM, CLC, STECOM and ALCO Secretariat on matters due for Board consideration;
  • Coordinates with counterparts in the Parent Bank and its subsidiaries and affiliates on all Board related matters;
  • Assumes responsibility for payment of directors per diem and reimbursement of their traveling allowances;
  • Preparation of Director's and Secretary's Certificates as may be needed by other units, departments/divisions;
  • Entertains stockholders and answers queries, both written and personal;
  • Handles the submission of Bio-data of Directors and Other reportorial documents to the Bangko Sentral ng Pilipinas (BSP) and SEC and keeps custody of the same;
  • Assumes responsibility for delivery of mails and/or correspondences received for the Board of Directors;
  • Preparation of periodic reports on list of stockholders and their stockholdings as may be required by the Bangko Sentral ng Pilipinas, SEC and other government agencies;
  • Responsible for the photocopying and systematic filing of the matters for approval, ratification/notation by the Board/Mancom (MPI, PHI & PPI);
  • Receives, records and delivers incoming/outgoing memorandum, correspondences and related documents to concerned departments;
  • Distributes and sorts out Board/MANCOM implementing memos and other corporate documents;
  • Updates, keeps and maintains office records and files;
  • Responsible for proper control of all records, supplies and equipment of the department; and typing correspondences, reports, memos, director's and secretary's certificates, notices of meetings and other matters;
  • Finalizes implementing memos and minutes of Board/ACB/RMC/NCGC and Mancom meetings;
  • Performs routine research on resolutions approved by the Board in relation to queries from other units;
  • Other tasks that may be assigned by the Corporate Secretary from time to time.
About You

This role requires a highly organized and detail-oriented individual who can work independently with minimal supervision. If you have a strong understanding of administrative procedures and excellent communication skills, we encourage you to apply.

As a Board Administrative Officer, you will have the opportunity to work closely with our Legal and Corporate Secretary and contribute to the success of our organization. You will be responsible for maintaining confidentiality when handling sensitive information and working collaboratively with other teams to achieve our goals.

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