Administrative Assistant

Administrative Assistant

ADMINISTRATIVE ASSISTANT

(FIXED TERM CONTRACT)

About the FSC:

The Financial Services Commission (FSC) is an integrated Financial Services regulator. Our mission is to regulate and supervise the Securities, Insurance, Private Pensions and Trust and Corporate Services providers for the protection of their users, thereby enhancing public confidence through the efforts of a competent workforce.

We are seeking individuals who are self-directed, result-oriented, and have a passion for providing excellent service.

The FSC has an immediate opening for the position of Administrative Assistant.

SUMMARY OF RESPONSIBILITIES

The Administrative Assistant is vital in supporting Strategy, Portfolio and Transformation Office (SPTO) strategic planning, portfolio oversight and project execution efforts through effective administration, and coordination of divisional activities. The incumbent is required to ensure efficient execution of daily operations, facilitate communication channels, coordinate meetings and events, maintain an effective documentation system and interfaces with internal and external stakeholders, providing high level of organization, discretion, and possesses the ability to manage multiple priorities.

MAJOR ACCOUNTABILITIES

• Manage the calendar, schedule, appointments and coordinate meetings for the Chief Strategy and Transformation Officer and the SPTO leadership.
• Schedule and coordinate meetings, retreats, stakeholder engagements and cross-functional sessions.
• Prepare, format and distribute meeting agendas, presentations, internal & external communication documents and other relevant documentation.
• Attend meetings, and document accurate minutes, and track action items for all SPTO-related meetings, while ensuring timely follow up documentation.
• Organize and maintain a physical and electronic filing system.
• Support logistical planning and execution of key events such as strategic retreats, stakeholder workshops and other SPTO engagements.
• Assist in preparing briefing materials and documents for strategic meetings, executive reports and Board submissions in addition to the preparation and formatting of project documents and strategic reports.
• Serve as a first point of contact for internal and external queries directed to the SPTO; and route, redirect, and follow up as needed.
• Liaise with divisions and departments to gather input for reports, track submissions and facilitate inter-departmental collaboration.
• Support communication of SPTO initiatives through newsletters, email updates and other internal platforms
• Assist in updating tracking tools and dashboards to monitor the progress of strategic initiatives and projects. Maintain templates, logs and registers for change requests, project documentation and strategic reviews.
• Support the collection and consolidation of SPTO KPIs, operational metrics and performance updates.

 Required Educational and Experience 

• Bachelor’s degree in Business Administration, Public Administration or related field.
• At least three (3) years’ experience in a senior administrative role coordinating operational activities in a highly paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint and Teams.