Administrative Assistant — U.S. Licensing & Compliance

Key Responsibilities

Compliance Calendar & Deadline Management

• Maintain the master compliance tracker covering all ten target jurisdictions: every license, registration, renewal, annual report, franchise/margin tax filing, and vendor-registration update, with owner, status, required documents, filing fee, and due date.
• Run the deadline horizon: flag every item falling due at 90, 60, 30, and 7 days; escalate at-risk items to Company program leadership and the client’s VP of Business Development immediately, not at the deadline.
• Log jurisdiction rule changes identified by the Company (e.g., changes to contractor-license qualifying-party rules, renewal cycles, or fee schedules) and update the tracker the same day.

Document Production, Execution & Dispatch

• Assemble document packages for each filing — the client’s corporate records, certificates, sworn statements, financial statements, officer information, insurance certificates, and bonding letters — complete and in the format the Company specifies.
• Coordinate signatures from the client’s authorized officers and its U.S.-based signing executive, including corporate seal where required, and track every document awaiting signature with a same-week turnaround target.
• Manage notarization and authentication of Ghana-issued documents, including Ministry of Foreign Affairs authentication and U.S. Embassy legalization (or apostille where applicable), and maintain a standing checklist of which jurisdictions require which form of authentication.
• Dispatch and confirm: send documents by courier or secure electronic submission as directed, record tracking numbers, confirm receipt with the Company or the receiving agency, and file proof of submission.

Corporate Records & Standing Data

• Keep the client’s corporate record set current and retrievable within 24 hours: certificate of incorporation and amendments, good-standing certificates, tax identification records, ownership/beneficial-ownership information (25%+ owners), officer and director registers, and board resolutions relating to U.S. operations.
• Maintain the standing-data sheet used for U.S. federal and state vendor registrations — legal name, addresses, industry codes, banking details, points of contact — and notify Company program leadership within 48 hours of any change requiring a registration update.
• Track insurance and bond expirations (general liability, workers’ compensation equivalents, surety capacity letters) alongside license renewals, since lapses invalidate licenses in several jurisdictions.

Coordination & Reporting

• Issue a weekly compliance status report to Company program leadership and the client’s VP of Business Development: items due in the next 60 days, documents in production, documents awaiting signature, items dispatched, and items at risk.
• Serve as the Accra-side scheduling point for compliance calls with the client and U.S. agencies, maintaining at least three hours of daily overlap with U.S. Eastern time.
• Support the client technical team’s document turnaround commitment by routing bid-related corporate documents (licenses, certificates, references) on the same priority timeline as filings.

Qualifications & Competencies

• Experience: 3+ years in a compliance, legal-administrative, company-secretarial, or document-control role; exposure to cross-border document legalization or government filings strongly preferred.
• Education: HND or bachelor’s degree in business administration, law, or a related field.
• Organization: demonstrated ability to run a multi-deadline tracker without misses; meticulous version control and file naming.
• Tools: strong Excel/Google Sheets; comfortable with shared drives, PDF preparation, e-signature platforms, and courier logistics; able to learn U.S. government portal interfaces with guidance.
• Communication: excellent written English for U.S. agency correspondence; confident on calls across time zones; knows when to escalate.
• Integrity: handles sensitive corporate and financial records with strict confidentiality, including the confidentiality of the Company’s client relationships.

Success Measures (First 12 Months)

• Zero missed filing or renewal deadlines across all jurisdictions.
• 100% of program document requests acknowledged within 24 hours and fulfilled within the agreed turnaround.
• Tracker accuracy: weekly report matches jurisdiction records with no material discrepancies.
• Authentication pipeline: standing legalization checklist established for all jurisdictions within the first 90 days.

Location Accra, Ghana, with remote coordination across U.S. time zones

Salary: Accra