Assistant Associate, Records Management & Registry

It’s never been a more exciting time to join Vistra. 

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.

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But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that. 

We have an exciting opportunity for you to join our team as Assistant Associate, Records Management & Registry. Reporting to the Senior Associate/Director, this full-time and permanent position is based in Barbados and offers regional coverage, allowing you to make a significant impact to our Department and it’s growth.

Job Summary:

An Assistant Associate - Records Management & Registry will take on the full responsibility of the daily, in-house management of the Company’s records and organizing of the Records Room. The role also includes the provision of administrative assistance to the Senior Associates (SAs) and other general office duties. Daily face to face visits to Corporate Affairs & Intellectual Property Office (Barbados Registry), Embassies and Consulates, Office of Supervisor of Insolvency and other regulatory agencies to transact business on behalf of the Company’s clients.

Essential Job Functions Under Key Perspectives

PEOPLE (Leadership, Teaming, Self/Professional Development)

• Participate in relevant internal and external training programs as required (Compliance, AML, Cyber Security etc)
• Participate in Vistra Company initiatives and activities.
• Engage in continuous learning for professional and personal development.
• Demonstrate ongoing interest in enhancing industry related knowledge.

CLIENTS (Internal and External Client Service, Records Management, Registry)

Client Service

• Provide direct support to the Senior Associates (SA) and others in the Company in the areas of scanning and photocopying documents, preparation of courier packages, preparing forms, memos and other corporate documents as required.
• Assisting with the updating of client information as requested by the SAs.

Records Management

• Daily managing of electronic and hard copy records for their easy retrieval by internal clients.
• Receiving records and their preparation of entry into the filing system in binders and folders.
• Recording of documents and seals leaving the Records Room for external client use.
• Organizing and documenting all aspects of archiving with external storage provider and the destruction of such records as identified.
• Visiting the storage provider for to provide final confirmation on the destruction of records. 
• General management and oversight of seals including ordering and entering in the records system
• Maintenance of the electronic and hard copy Records Folder.
• Working with management on the records management reviews during visits by the internal auditors.
• Liaising with management on the final removal/destruction of files from the Records Room.

Registry

• Daily face visits to Corporate Affairs & Intellectual Property Office (Barbados Registry), Embassies and Consulates, Office of Supervisor of Insolvency and other regulatory agencies to transact business on behalf of the Company’s clients.
• Key liaison between our professional staff and regulators and remedying issues with regulators.
• Collection of documents as required.
• Deposing affidavits

OPERATIONAL EXCELLENCE (Risk & Exposure Management, Compliance) 

• Ensures the timely submission of time sheets
• Adherence to the practices of the storing of records alphabetically and numerically.
• Shows a keen interest in keeping up-to-date with advanced features of software

Core Competencies

• A basic knowledge of some key industry legislation such as the Companies Act. 
• A working knowledge of corporate administration and the industry of international business.
• Ability to effectively apply technical and professional knowledge to work and client situations and provide creative solutions
• Very good organisational skills
• Commitment to continually improving internal and external client service satisfaction
• Ability to work with a team of Senior Associates and others across the Company
• Sense of urgency in meeting deadlines and a sense of ownership of assignments
• Ability to handle multiple tasks
• Ability to communicate effectively with internal and external clients
• Professional demeanour and deportment
• High level of computer literacy

Minimum Requirements:

• Completed secondary education with at least 5 CSEC or CAPE in relevant courses. 
• Certificate in Business or a relevant business/management/secretarial or office management discipline
• Typically three to five years’ work experience in a professional/corporate office environment.
• Exposure in the area of the management of records would be an asset. 
• Ability to drive would be an asset.

Career Path:

• The Assistant Associate Levels 1 and 2 generally would perform similar duties.  However, the first level is that of Assistant Associate Level 1. 
• With superior performance over a sustained period of 3 to 5 years, successful performance and participating in requisite ongoing training and development, the staff member may be promoted to Assistant Associate Level 2 and then on to Associate 1 and 2 as subsequent progressive levels. 

If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!