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 SupportAssist 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 ManagementManage 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 CoordinationLiaise 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 deadlinesStrong sense of confidentiality, integrity, and professionalism.Familiarity with regulatory or compliance processes is a plus.Analytical thinking and problem-solvingProcess-oriented mindset

Behavioral Competencies

Integrity & ConfidentialityAttention to DetailCollaboration & TeamworkProcess Orientation & DisciplineAccountabilityStakeholder FocusProblem Solving & Initiative