Executive Administrative Assistant

The Executive Administrative Assistant provides confidential administrative support to the Chief Financial and Administrative Officer, ensuring the efficient and professional operation of the executive office.

The Executive Administrative Assistant provides confidential administrative support to the Chief Financial and Administrative Officer, ensuring the efficient and professional operation of the executive office. The role requires the ability to work effectively in a fast-paced, demanding environment while exercising sound judgment to prioritize competing demands and manage a high volume of communications, including telephone, email, and written correspondence.

The incumbent coordinates executive office activities, supports short- and long-term projects, and delivers a high standard of customer service. A strong understanding of protocol, discretion, and professionalism is essential, along with the ability to make decisions in accordance with organizational procedures. Flexibility in work hours and a consistent commitment to confidentiality, diplomacy, and tact are required.

Employment Type: Permanent
Location: Port-of-Spain
Salary: $8,000 per month

Administrative Support (80%)

• Complying with and adhering to all company policies, procedures and guidance communications.
• Manages the Managing Director’s calendar - prioritizing appointments and proactively resolving conflicts which can include a recommendation to meet with the Managing Director and members of the board.
• Proactively creates and maintains effective workflow and communications to accomplish the work of the Managing Director which includes the handling of a variety of projects and tasks simultaneously.
• Responds to phone, email and in person enquiries – providing general information and referring enquiries to appropriate sources based on a broad knowledge of the Company’s priorities, procedures, protocols and personnel.
• Preparation of quotations and specific reports including time and attendance.
• Co-ordinates the preparation of responses to tenders, Requests for Proposals (RFP) and Requests for Quotations (RFQ) under the direct supervision of the Chief Financial and Administration Officer.
• Provides support to meetings which the Managing Director and /or Chief Financial and Administrative Officer may Chair by typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms, contacting participants, and extensive follow-up on items as needed. Attends meetings, as required, to record minutes.
• Makes decisions within guidelines in the absence of the Chief Financial and Administrative Officer such as determining if an issue needs to be forwarded to the Managing Director, needs to wait for the Chief Financial and Administrative Officer’s return or can be dealt with by another Manager.
• Maintains confidentiality, tact and respect at all times.
• Prepares, gathers, and relays confidential information and material on a regular basis.
• Organizes special events as required by the Chief Financial and Administrative Officer which includes invitations, facilities, catering arrangements, and verifying all relevant agreements.
• Maintains records regarding vacation and leaves for staff reporting to the Chief Financial and Administrative Officer including verifying dates and posting on Chief Financial and Administrative Officer’s calendar.
• Orders stationery and office supplies.

Correspondence Management (10%)

• Reviews, actions and distributes all incoming correspondence for the Managing Director as well as manages all outgoing correspondence.
• Types, formats, copies, distribute, files and retrieves correspondence, reports and documents of a routine or confidential nature for the Managing Director and the Chief Financial and Administrative Officer.
• Prepares agenda packages and minutes for distribution.
• Maintains a comprehensive filing system for the Managing Director and the Chief Financial and Administrative Officer in accordance with the Company’s records management system.
• Maintains the image of the Managing Director and the Chief Financial and Administrative Officer by ensuring that all correspondence prepared for the Chief Financial and Administrative Officer adheres to a consistent and professional standard as identified by the incumbent.

Meeting and Travel Coordination (5%)

• Organizes and schedules meetings, including contacting participants, booking rooms, ordering refreshments, and arranging for parking as required for the Managing Director
• Prepares the Chief Financial and Administrative Officer's calendar and a daily folder that contains the relevant and pertinent meeting material as identified by the Chief Financial and Administrative Officer and/or the Administrative Assistant and incumbent's knowledge of the issue.
• Organizes travel arrangements for the Managing Director and Chief Financial and Administration Officer as required, including booking flights, hotel accommodation, car rental, and providing directions.

Additional Duties (5%)

• Completes special projects as assigned by the Chief Financial and Administrative Officer.
• Performs other related duties as assigned.

Minimum Qualification/Requirements:
1. Minimum of four years at the Administrative Assistant level.
2. Ability to multi-task and work with fluctuating priorities, time lines, and resources.
3. Ability to meet short and long-term deadlines; anticipatory and planning skills.
4. Strong proficiency in written communication as demonstrated by the ability to prepare written correspondence including but not limited to: agendas, minutes, letters, and memorandums accurately.
5. Excellent organizational skills.
6. Solid interpersonal skills and ability to build productive working relationships and networks.
7. Professionalism and confidentiality.

Preferred Academic Education/Professional Qualifications:
1. Bachelor's degree is preferred OR an equivalent combination of relevant education and experience.
2. Excellent computer skills with high-level experience and ability to produce complex documents in multiple office systems including MS Word, PowerPoint, and Excel. Proven ability to work with databases.
3. Demonstrated working knowledge of accounting.
4. Functional numerical skills is essential.
5. Previous experience in providing service to the public in an executive office setting.
6. Experience in higher education is preferred.

Ref: AB
APPLICANT NOTE: We appreciate the interest of all applicants however, only candidates being screened will be contacted. Thank you for considering this opportunity with us.