Legal / Compliance Officer & Executive Assistant to CEO at FOAK Business Solutions Limited

Job Responsibilities
Legal:

• Liaison with all the subsidiaries within Cardinal Torch, service providers, external legal advisers, and government agencies.
• Maintenance and review of Legal Agreements.
• Developing and overseeing that Cardinal Torch meets its compliance obligations under relevant laws and the requirements of regulatory authorities.
• Negotiation, drafting, and implementation of the terms of agreements in all business contracts and agreements.
• Responsible for providing legal support in controlling customer complaints to mitigate the risk of litigation
• Review all documentation that has legal implications for the company prior to execution and implementation.
• Ensure all contracts and commitments are brought to the attention and notice of the Company Secretary for vetting and approval.

Compliance:

• Review all relevant statutory laws and regulations applicable to the Cardinal Torch Company and ensure compliance with these.
• Ensure that business activities are conducted in conformity with all applicable laws, regulations, internal policies, and procedures.
• Ensure that all regulatory permissions remain current and appropriate for business needs.
• Continual compliance risk assessment of company practices together with the development of internal policies and procedures, compliance training, and protocols.
• Serve as liaison for all regulatory bodies as well as maintaining relationships with relevant legal bodies and trade associations.
• Keep abreast of regulatory developments and industry initiatives and advise management accordingly.
• Liaise with third parties, together with the company’s management, that wish to understand the company’s control environment, compliance policies, and procedures.
• Provide reporting with respect to regulatory requirements and developments
• Develop compliance checklists and prepare compliance reports, as and when due
• Inform the Internal Audit unit of any findings as regards non-compliance that may require investigation
• Ensuring compliance with best practices
• Any other duties as required by the Unit head

Executive Assistant to CEO:

• Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship.
• The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chief Executive Officer.
• The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
• The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community oriented.
• The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities Executive Support:

• Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the President updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.

Board Support and Liaison:

• Serves as the CEO's administrative liaison to Cardinal Torch's board of directors
• Assists board members with travel arrangements, lodging, and meal planning as needed
• Maintains discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison:

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans Communications, Partnerships, and Outreach
• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general
• Edits and completes first drafts for written communications to external stakeholders Strategic Initiatives
• Works with the Strategic Initiatives team in coordinating the CEO's outreach activities
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships
• Edits all, and creates acknowledgment letters from the President to donors
• Provide confidential administrative support including report creation and maintenance, project support, research tasks, preparation of business travel & seminar arrangements, and meeting scheduling, agenda development, expense reconciliation, and minute taking.
• Assist in presentation and report development for Board of Director meetings, and Board Committee meetings.
• Assist in the development of corporate communications/correspondence and be accountable for the timely distribution of communications (internal and external as required).
• Organize and provide oversight for corporate initiatives and celebrations as requested.
• Develop and cultivate collaborative relationships with peers, members of the Leadership Team, and external partners.
• Develop effective processes to assure efficient delivery of information.
• Support senior communication with clients, as required.
• Plan for beverages, lunches, dinners, etc. for meetings as requested.
• Other responsibilities and projects as may be required.

Requirements & Skills

• Bachelor’s Degree in Law or related field.
• 1 - 2 years of experience working in Compliance or a similar role.
• Professional compliance advanced degrees/certifications will be preferred. Familiar with all business state and local regulations.
• Articulate, effective communication skills with the ability to communicate internally and externally (lawyers, regulators, auditors) at all levels.
• Excellent oral and written communication skills. Strong organization and analytical skills.
• Proficiency in Microsoft Office.
• Customer-oriented individual and an outstanding problem-solver. A keen eye on details for accuracy.
• Good time management skills.