Executive Assistant (Direct to Client)

Executive Assistant

Location: Mt. St. George, Tobago

Compensation: $9,000.00 Basic plus $500.00 Telephone Allowance : TOTAL $9,500.00/month

Department:      Office of the Chief Executive Officer       Reports to: Chief Executive Officer

1.0          JOB SUMMARY:

The Executive Assistant provides facilitative and strategic support to enable the effective and efficient functioning of the Office of the Chief Executive Officer (CEO). 

A multi-tasker, work is largely administrative and project-based and includes the preparation of reports and presentations to be disseminated to varied clientele and customers of the organization. The incumbent contributes to the overall productivity of the Office of the CEO and organization, stays abreast of information relative to the office, maintains appropriate databases of external stakeholders, screens and responds to correspondence, is especially discrete in handling sensitive and delicate information, and schedules meetings, appointments and travel arrangements of the CEO.   

2.0           DUTIES & RESPONSIBILITIES:

2.1.         Works with the Chief Executive Officer in the planning, coordination, implementation, monitoring and review of the operations of the Office in fulfillment of its corporate objectives and mandate.  

2.2          Supports the planning, coordination, and execution of special projects, initiatives, and events undertaken by the Chief Executive Officer, ensuring deadlines are met and objectives are achieved.

2.3.         Maintains and coordinates the Chief Executive Officer’s calendar ensuring the fulfillment of all scheduled appointments, meetings, visits and commitments.

2.4.         Arranges and coordinates executive-level meetings, conferences, and events, including logistics, venue selection, agenda preparation, and materials distribution.

2.5.         Prepares for delivery by Chief Executive Officer, finished forms of speeches, press information/releases, notes, documents and lectures and provides reports, data and analysis in support of these events.      

2.6.         Communicates with the Marketing Department to ensure that special and high profile meetings and visits are coordinated and undertaken with keen adherence to established protocols and procedures. 

2.7.         Coordinate domestic and international travel arrangements for executives, including the CEO, makes flight bookings, hotel accommodations, visa processing, and ground transportation. Anticipates and resolves travel-related issues or changes efficiently to ensure smooth travel experiences.

2.8.      Handles and prioritizes incoming communications, such as emails, phone calls, and correspondence, and draft responses not requiring the direct input of the CEO. 

2.9.         Receives callers in person or by telephone, assists those seeking information and expeditiously resolves matters not requiring the personal attention of the CEO.                              

2.10.    Develops and maintains a records management system, inclusive of confidential records and documents, for retrieving, storing and archiving following relevant guidelines.

2.11.      Liaises with Managers and Heads of Departments to ensure that decisions taken at meetings are implemented within the timeframes and deadlines established by the Chief Executive Officer.

2.12.      Collaborates closely with all management and other staff, all Tobago House of Assembly (THA) Divisions, other stakeholders and visitors of the organisation to maintain positive relationships and ensure the efficient flow of information.  

2.13.      Attends meetings and take notes/minutes as required.

2.14.      Maintains stationery, office and hospitality supplies of the office.

2.15.      Liaises and coordinates with the Maintenance and Information Technology (IT) Departments to ensure that routine maintenance and IT checks are conducted at the Office of the CEO and reception and visitors’ areas. 

2.16.      Supervises and reviews the performance of the support staff of the Office of the Chief Executive Officer.

2.17.      Maintains continuity of office operations during absence of the Chief Executive Officer and arranges the efficient and timely dispatch of  functional matters to relevant Managers and Heads of Departments.

2.18.      Undertakes additional duties and responsibilities incidental to and commensurate with the job. 

3.0          COMPETENCIES

3.1.         CORE

• Integrity
• Collaborating with Others
• Quality
• Student Centered Focus

3.2.         TECHNICAL

• Proficient in managing complex calendars and schedules, including coordinating appointments, meetings, and events
• Advanced skills in creating, formatting, and editing documents, presentations, reports, and spreadsheets
• Proficiency in using various communication technologies: emails, instant messaging platforms, video conferencing software
• Familiarity with travel management platforms and expense management systems
• Records Management and information security skills: Digital and hard copy (cloud storage platforms, share point or G Suite).
• Strong research skills: conduct comprehensive research on various topics, summarize findings, and present them in a concise and organized manner.
• Familiarity with project management tools
• Excellent command of Microsoft office suite applications
• Ability to work under pressure and focus on results
• Proactive, dynamic people and team player
• Ability to establish and maintain effective working relationships with all internal and external stakeholders
• Ability to network with various interest and other groups and stakeholders
• Customer focused acumen and orientation

3.3          LEADERSHIP

• Strategic Leadership
• Managing Resources
• People Leadership
• Business Acumen 

4.0          QUALIFICATIONS & EXPERIENCE:

4.1          Possession of a Bachelor degree or equivalent in Management from a recognized educational institution.

4.2           At least three (3) years’ work experience in a similar capacity. 

4.3.         Certification and experience in Project Management would be an asset