Executive Assistant

Executive Assistant

EXECUTIVE ASSISTANT TO CORPORATE SECRETARY

GENERAL ACCOUNTABILITY

To provide administrative support to the Corporate Secretary and to the Chairman of the Board in the completion of various administrative activities in support of the department's core functions and strategic priorities.

KEY  RESPONSIBILITIES

• Arrange and prepare Agenda and Packages for the Corporate Advisory Committee (CAC) Meeting
• Attend meeting, prepare Decisions and Minutes (CAC meeting)
• Arrange Board, Human Resources Committee, Investment Committee and Locally-based Subsidiary Committees Meetings
• Prepare agenda  and Packages for  Bi-Monthly - Board and  quarterly -  Locally-based Subsidiary Companies as well as Human Resources Committee   and Investment Committee Meetings
• Format Board and Human Resources Committee Decisions
• Prepare Flash Report for Board, Human Resources Committee and Corporate Advisory Committee
• Prepare template for Board and Locally Based Subsidiary Companies Board and Human Resources Committee Minutes (other meetings if required).
• Circulate  Round  Robin  matters  to   Board, Investment,  Human Resources, Corporate Advisory and Management Tenders Committee Members via e-mail (or other meetings as required) for decision/information.
• Prepare documents for payment of Directors Fees and BIR Tax.
• Assist in the completion of Brokerage Forms and Bank Mandates/Signatories for the company and its subsidiary companies, which relates to Corporate Secretariat data and supporting documents for the opening of Local and Foreign Bank and Brokerage Accounts.
• Maintenance of a Register on the changes in the appointment of Directors of the locally-based Subsidiaries.
• Preparation of document on Decisions from Confirmed Board and Investment Committee  Minutes to Auditor General
• Prepare/Update Directors' Manual for use by the New Director.
• Review all incoming and outgoing correspondence
• Complete Surveys/Membership Forms
• Prepare memo, letters, invitations and other correspondence
• Attends to requests for information from internal staff/heads of departments
• Maintain Stationery supplies
• Screens calls &visitors and schedule appointments
• Maintenance of an efficient paper and electronic filing system
• Provision of support to the Directors by:
• Arranging Directors Enrolment in the Health Plan
• Recording and forwarding Directors Claim Forms to HR for processing
• Recording Directors Incoming/Outgoing Correspondence
• Arranging Travel for Directors as required
• Assisting with any request from the Directors
• Preparing Wire Transfers/Cheque Request to the POS Investment Centre for Directors

The  selected candidate must  possess the  following  combination of qualifications, skills, training and experience:

• Minimum five (5) GCE 0' Levels (Grade A, B or C) or five (5) CXC General Proficiency (GradesI or II) (including English Language and Math or a Math related subject)
• Administrative   Professional    Secretary   (APS)   certification   or   Certificate    Administrative Management
• Five (5) years' experience Secretarial Knowledge and Training
• Proficient in use of software applications such as MS Office Suite
• Comfortable with use of key business tools (fax machine, photocopier)
• Effective written and oral communication skills
• Typing 50 wpm
• Good interpersonal and telephone skills
• Effective planning, scheduling, prioritizing and organization skills
• Ability to maintain own work flow and operate independently
• Ability to use initiative and exercise sound judgment within area of responsibility
• Deadline Oriented
• Able to employ tact and discretion in dealing with sensitive situations
• Filing and research ability
• Team Player
• Excellent Human Relations Skills
• Resistance under stress
• Shorthand