Executive Assistant

The incumbent will be responsible for providing administrative support to the Deputy Chief Executive Officer/Group Corporate Secretary in the areas of secretarial services, communications, preparation and dispatch of Board and Committee packages.

Job Summary

The incumbent will be responsible for providing administrative support to the Deputy Chief Executive Officer/Group Corporate Secretary in the areas of secretarial services, communications, preparation and dispatch of Board and Committee packages.

Duties and Responsibilities

BOARD

• Type minutes of all Board meetings

• Review and format minutes of Board meetings of the Holding Company and the minutes of the Subsidiaries of the organization.

• Review and format minutes of all the Sub Committee meetings of the Board.

• Prepare and dispatch packages for meetings of the organization and its subsidiaries

• Co-ordinate and organize Board meetings for the companies within the Group, as well as meetings of the Board Sub Committees inclusive of preparation & dispatch of packages, ordering refreshments etc.

• Oversee the disposal of all Board and Committee packages after meetings

• Transfer signed minutes to minute paper

• Co-ordinate the dispatch of credit applications/deeds and other documents to Directors for their approval/signature and effective follow-up for the return of documents

  GENERAL

• Prepare correspondence and provide other secretarial/administrative support to the Deputy Chief Executive Officer/Group Corporate Secretary

• Manage the filing system, including archiving, shredding of documents and maintaining an efficient system.

• Co-ordinate oversees travel arrangements, inclusive of  local/international (flights, taxis, etc.) hotel accommodation, monetary allowances and completes reconciliation forms

• Co-ordinate Corporate Luncheons which includes mobilizing caterers, barmen, florists etc

• Liaise with Finance Department in relation to budget expenditure

• Complete annual performance appraisal interviews with supervised staff

• Coordinate compliance requirements for the Central Bank such as Personal Questionnaire Declarations (PQD’s) and letters of good character.

• Manage customer enquires/complaints

• Handle special projects and other delegated activities that may be assigned by the Deputy Chief Executive Officer/Group Corporate Secretary

   

  Qualifications and Experience

  Candidates must possess

• Five (5) GCE O’Levels Grades A, B and C or CXC O’Levels (General Proficiency) Grades I, II or III of which Mathematics and English Language must be at Grades I or II not more than two (2) of the other subjects should be at a grade III level.

• Administrative Professional Secretaries (APS) Certification or Executive Technician Diploma or any other equivalent certificates

• Typing Speed of 60 W.M.P.

• Minimum of eight (8) years progressive experience in secretarial functions at a similar level.

• Strong organizational, communication, interpersonal skills

• Time management skills

• Computer literacy skills

• Knowledge of corporate secretarial functions

Salary: $9,000

PLEASE NOTE THAT UNSUITABLE APPLICANTS WILL NOT BE ACKNOWLEDGED.