Administrative Assistant

A Property Services Company with commercial and industrial property holdings in Kingston, seeks to recruit an

ADMINISTRATIVE ASSISTANT

The Administrative Assistant will provide comprehensive executive administrative support, office coordination, project assistance, marketing support, and Board meeting preparation, enabling the Managing Director and senior officers to operate effectively and efficiently.

Key Responsibilities

Executive & Managing Director Support

•  Provide high-quality executive administrative support to the Managing Director, including proactive diary management, scheduling of internal and external meetings, travel arrangements, and follow-up on commitments.

•  Draft, proofread, format, and dispatch correspondence, memoranda, reports, and presentations on behalf of the Managing Director to the required standard.

•  Screen and manage incoming calls, emails, and visitors, ensuring priority matters are escalated promptly and routine matters are handled efficiently.

•  Prepare briefing notes, background materials, and talking points for the Managing Director in advance of meetings, site visits, negotiations, and external engagements.

•  Maintain the Managing Director’s filing system, both physical and digital, ensuring documents are organised, accessible, and secured.

•  Monitor and follow up on outstanding action items and commitments on behalf of the Managing Director, reporting progress and flagging delays.

•  Handle confidential correspondence and sensitive information with the highest degree of discretion and professionalism.

Board Meeting Preparation & Governance Support

•  Coordinate the full logistical and administrative preparation for meetings of the Board of Directors, including scheduling, venue arrangement, and catering coordination.

•  Compile, collate, and distribute Board meeting packs in a timely manner, ensuring all supporting documents, reports, and presentations are included and correctly formatted.

•  Prepare and circulate draft agendas for Board and committee meetings in consultation with the Managing Director.

•  Attend Board and committee meetings as directed, record accurate minutes of proceedings, and circulate draft minutes for review and approval within the agreed timeframe.

•  Maintain a Board action tracker, follow up on matters arising from previous meetings, and prepare a progress summary for each meeting.

•  Maintain the Company’s corporate records including the Board minute book, statutory registers, resolutions, and certificates of incumbency.

•  Liaise with the Registered Agent of the company (St. Lucia) in relation to statutory filings, annual renewals, and governance correspondence.

•  Maintain the corporate governance calendar tracking Board meeting schedules, statutory deadlines, and regulatory obligations.

Project Coordination & Support

•  Assist the Managing Director in the planning, coordination, and tracking of business projects, including property acquisition projects, office establishment, and operational development initiatives.

•  Prepare project plans, timelines, and status trackers; maintain project files and correspondence; and provide regular progress updates to the Managing Director.

•  Coordinate input from the Accounts and Administrative Officer, Property Services Officer, and interns in relation to cross-functional projects as directed.

•  Research and compile information to support project decision-making, including gathering market data, preparing comparative analyses, and drafting summary briefings.

•  Liaise with external advisers, consultants, contractors, and government agencies as directed in support of specific projects.

•  Assist with the preparation of project-related presentations, reports, and proposals for the Board, Procurement Committee, or external stakeholders.

•  Monitor project budgets and expenditure against approved estimates and report variances to the Managing Director.

Marketing & Communications Support

•  Assist the Managing Director in the development and execution of the Company’s marketing and communications strategy, including branding, digital presence, stakeholder communications, and property marketing.

•  Coordinate the production and distribution of marketing materials including property listings, company profile documents, newsletters, announcements, and presentations, ensuring consistency with the Company’s brand identity.

•  Manage the Company’s social media presence and digital communications channels under the direction of the Managing Director, including drafting content, scheduling posts, and monitoring engagement.

•  Assist in the preparation and distribution of marketing materials for property leasing and sales, including property brochures, listing documents, and correspondence to prospective tenants and buyers.

•  Coordinate photography, videography, or other content production for marketing purposes in connection with the Company’s properties and corporate profile.

•  Research and identify opportunities for public relations, community engagement, and business development that align with the Company’s strategic objectives.

•  Maintain a database of key contacts including tenants, investors, agents, contractors, government officials, and professional advisers.

•  Support the preparation of sponsorship proposals, event coordination, and stakeholder engagement activities as directed.

Office & Administrative Operations

•  Oversee the day-to-day operational administration of the Company’s office, ensuring it is maintained to a high professional standard.

•  Manage the reception function, greeting visitors, managing the telephone system, handling incoming and outgoing mail and couriers, and ensuring a welcoming and professional front-of-office environment.

•  Maintain the office stationery and supply inventory, coordinate procurement of office consumables, and manage supplier accounts for office services.

•  Coordinate the onboarding of new staff and interns, including workspace setup, IT access, and introductory orientation.

•  Maintain the office filing system and document management framework, ensuring all records are organised, retained, and disposed of in accordance with the Company’s records management policy.

•  Assist with the coordination of staff events, team meetings, and office functions.

•  Liaise with building management, facilities, and service providers in relation to the Company’s leased office premises.

•  Perform any other administrative duties reasonably required by the Managing Director.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, Communications, Marketing, or a related discipline from a recognised institution.
• Minimum of two (2) to three (3) years’ experience in an executive assistant, administrative officer, or office management role in a professional corporate environment.
• Exceptional written and verbal communication skills, with the ability to draft correspondence and reports to a high standard.
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and familiarity with document management platforms.
• Strong organisational skills with the ability to manage multiple priorities simultaneously and meet deadlines.
• High degree of professionalism, discretion, and confidentiality in handling sensitive information.
• Experience in minute-taking and Board meeting administration.

Key Competencies

•  Professional executive presence and communication

•  Exceptional organisational ability and attention to detail

•  Proactive initiative and anticipation of needs

•  Discretion, confidentiality, and sound judgement

•  Adaptability and composure under pressure

•  Strong written skills: correspondence, minutes, reports, presentations

•  Collaborative and supportive team orientation

•  Digital literacy and proficiency with productivity tools

Application Deadline: May 8,2026

We thank you for your expressions of interest, however, only shortlisted applicants will be contacted.