Administrative Assistant

Job Scope: The role is an administrative role providing support to the core functions of LATT. This includes support in administration, membership and event management.

KEY DUTIES AND RESPONSIBILITIES

1. To provide administrative support to the Chief Executive Officer, and the Council of the Law Association of Trinidad and Tobago;
2. Limited to the role, to interface with the Council, LATT Committees and members of the public;
3. To receive and send an email regarding general and electronic correspondence and other documents immediately to the Chief Executive Officer and the relevant Council Executive, note the date sent and to whom it was sent;
4. To file general and electronic correspondence and other documents daily;
5. To receive and send an email immediately regarding all incoming High Court documents, e.g. section 24 applications to the CEO, relevant Council members and the Executive;
6. To note the date of hearing of any court matters and send reminders to relevant Council members;
7. To receive and create files for new members as necessary;
8. To prepare Attorney-at-Law ID cards;
9. To receive and file annual subscription forms and law officer’s certificates;
10. To maintain the LATT’s filing system and general record keeping;
11. To assist with the preparation of documentation for Council Meetings and General Meetings;
12. To maintain and report on a Monthly Correspondence Log;
13. To manage the incoming and outgoing correspondence of the general email account of the organisation;
14. To assist with activities and functions of LATT, e.g. Wine & Cheese, Annual Dinner, Seminars and Trainings;
15. To receive and create files for section 24 applications;
16. To provide logistical support for members of the Council attending conferences for the LATT international outreach campaign;
17. To relieve the receptionist during breaks and lunch;
18. To receive applications for Certificates of Fitness and Good Standing from applicants for review by the Legal Officer and the relevant Committee;
19. All other related tasks which are relevant to the effective operation and strategic running of secretariat activities.

   QUALIFICATIONS AND EXPERIENCE

• Certificate / Diploma or other post-Secondary qualification in Business Management or related field or three (3) A’ Levels.
• Administrative Professional Secretary Diploma or Certificate in Administrative will be an asset.
• A Bachelor’s Degree.
• Three to five years of related working experience.

KNOWLEDGE REQUIREMENTS

• General proficiency in the use of the Microsoft Office Suite and software and web based legal resources.
• General ability to work outside of the hours of 8am to 4pm when required to do so by impending deadlines and Council and Committee Meetings.

COMPETENCIES

• Organization Skills - ability to effectively and efficiently manage time, efforts and workload.
• Attention to Detail - ability to diligently attend to details and pursues quality in accomplishing tasks.
• Communication - ability to prepare accurate, useful and pertinent information, delivered both orally and in writing. Uses a suitable tone and language in the given situation; interacts effectively with various levels of the organization.

        WORKING RELATIONSHIPS

• Chief Executive Officer
• Executive Members in Council and Members in Council
• Members of the Public
• Staff of the Secretariat