Administrative Assistant

To provide confidential administrative support to the Division Manager and to assist other members of the Premium Beverages team as assigned.

A.S. Bryden & Sons (Trinidad) Limited

We are seeking to recruit a suitable candidate for the following position in the Premium Beverages Division:

ADMINISTRATIVE ASSISTANT

Major Responsibilities & Accountabilities:

• Performing word processing functions, which include the formatting and dispatching of all official documents and correspondence for the Division
• Providing document management support for the Premium Beverages (PB) Team, including:
  • Maintaining an effective filing system
  • Managing incoming and outgoing mail.
  • Scanning and printing documents as required
• Preparing purchase orders for Division/Department needs.
• Provide administrative support for projects, including but not limited to: sourcing and evaluating quotations, tracking progress, and ensuring timely completion.
• Preparing daily commission reports for the Sales Teams.
• Coordinating the Division’s content for Brydens “BRIEF” and quarterly magazines.
• Providing support to the Sales & Marketing teams where necessary, following up on customer queries, orders etc.
• Following up on matters affecting the Division’s Operations.
• Setting up pricing in the system for the Sales teams as needed
• Preparing deal sheets, sale sheets and price listing for sales teams.
• Filing costings of all new orders received.
• Managing the scheduling of meetings, appointments, foreign travel arrangements and site visits for Managers as required
• Preparing and timely issuing of reports as required
• Acting as Project Team Member for the Division i.e. organizing Division functions as required.
• Managing the Premium Beverages Meeting Room

Knowledge & Experience:

• A minimum of a post-secondary School Diploma in Business or other related field
• Completion of the Administrative Professional Secretary course or other similar qualification
• A minimum of (3) years in a similar capacity, operating in a fast-paced environment
• Strong proficiency with the Microsoft Office Suite, specifically, Excel/Word and PowerPoint

Key Competencies:

• Excellent interpersonal skills
• Strong communication skills both verbal and written, with the ability to communicate with all levels of staff in the organization
• Excellent organizing and co-coordinating skills
• Excellent typing and word processing skills
• Ability to work under tight timelines and produce good-quality reports and presentations
• Adept at creating and formatting forms for use by the Division
• Strong problem-solving skills