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Careers at Bacardi

Corporate Secretarial Administrator

Job Name

Corporate Secretarial Administrator







Job type:

Full time

Lead recruiter:

Ingrid Lindeman

About the role

A wonderful opportunity to join a small and busy company secretariat, this role is for someone keen to take on a varied and interesting role within a fast moving and dynamic team. As the Corporate Secretarial Administrator, you will report directly to the Director of Global Corporate Secretarial Relations (“DGCSR”) and be part of the Global Corporate Secretarial Team based between The Netherlands and Bermuda. Supporting the team, you will assist with ad hoc tasks and administrative matters relating to a number of Bacardi group entities, ensuring that the Global Company Secretariat is efficiently run.

Key accountabilities and responsibilities

Include but are not limited to:

  • Coordination of board minutes, written resolutions, powers of attorney and proxies; preparing and distributing for signature (including use of DocuSign), managing the timely execution and tracking and reporting on progress.
  • Arranging authorized signatory requests, board extracts, secretary certificates, auditor requests, etc
  • Arranging the notarization, legalization and translation of documents as required;
  • Collating and maintaining KYC documentation; 
  • Maintaining a record of authorized signatories and powers of attorney with guidance from the Senior Corporate Secretarial Administrator;
  • Organizing online directories to ensure easy retrieval of saved documents and maintaining the filing system;
  • Liaising with our corporate service provider, external counsel, notaries, foreign consulates as required;
  • Assist with budget tracking and timely payment of corporate secretarial invoices;
  • Organize and schedule appointments in calendars.

Measures of success

  • Successful integration within the Company Secretariat.
  • Complete assigned projects within agreed upon deadlines and according to agreement.
  • Filing system is well maintained and up to date.

Critical experiences for success

To be successful in this role you will have/be:

·         Experience of working in a legal or commercial environment and dealing with colleagues/advisors in other countries/time zones, preferred but not essential;

·         Fluent in English (both written and spoken) – a plus would be fluency in any of the following: Dutch, French or Spanish;

·         Great interpersonal skills and confidence in dealing with and communicating effectively with key stakeholders of all levels;

·         Ability to grasp new concepts for quick learning, good comprehension and writing abilities;

·         Diligent, with an eye for detail and an ability to meet tight deadlines; 

·         Able to exercise proper judgement to assess priorities and manage own workload;

·         Ability to work both within a team and independently as required, managing a number of matters simultaneously;

·         Highly skilled in Outlook calendar, Microsoft Word and proficient in Excel and Power Point;

·         Ability to maintain confidentiality;

·         Resourceful, proactive, assertive, detail-oriented and energetic.

Our ways of working

Our family legacy has positively influenced our ways of working and has shaped the values to which our employees aspire. We’re caring, like a family, and not only internally, but also in the wider communities in which we operate. This is demonstrated by our commitment to both act responsibly and promote the choice to drink responsibly. We trust one another, and through that trust are able to forge strong teams and networks that empower our matrix organization structure. We’re passionate, reflecting our Latin heritage, and this means that we commit more than just time to our work: we commit energy, heart and soul. We are dedicated to being a role model in our industry, and we approach everything we do with Integrity First. Together, our values help us create what we’re most proud of: our True Heart and Winning Spirit – both in our home markets and across the world.