Executive Assistant

The Enterprise by IR Limited, on behalf of the Jamaica Observer is seeking to hire a Executive Assistant to join their team. The successful candidate will provide high-level administrative support, ensuring the smooth operation of the executive office.

Executive Assistant

This role requires exceptional organizational skills, attention to detail, confidentiality, and the ability to manage a dynamic schedule and communications in a fast-paced media environment.
The Executive Assistant will act as the primary point of contact for the Managing Director, coordinating meetings, communications, and key projects across departments.

Core Functions:

• Manage the Managing Director’s calendar, including scheduling meetings, coordinating appointments, and ensuring timely follow-ups.
• Act as the primary point of contact between the Managing Director and all stakeholders.
• Provide general day-to-day administrative support.
• Maintain bookings and coordinate activities in the Boardroom.
• Ensure that complaints made to the Executive Office are addressed promptly by the appropriate persons.
• Coordinate meetings, retreats, luncheons, and other functions both internally and externally.
• Arrange and coordinate travel itineraries for domestic and international travel.
• Assist with preparations for all meetings/functions, including distributing materials, arranging logistics, and recording minutes as required.
• Prepare reports, letters, and other general correspondence.
• Develop and maintain a comprehensive and organized filing system.
• Coordinate the routing of correspondence (internal and external) through the Executive Office.
• Provide supervision for all staff assigned to the Executive Office.
• Prepare and organize daily agendas, briefing materials, and reports
• Handle confidential information with discretion, ensuring sensitive communications remain secure.
• Support the Managing Director in managing special projects
• Supervise and coordinate the daily activities of property staff.
• Develop, implement, and oversee preventive maintenance and cleaning schedules for office buildings and outdoor grounds; conduct routine inspections and respond to emergencies.

Job Specifications, Qualifications, and Competencies Associated with the Role:

• Bachelor’s degree in Business Administration, Communication, or a related field is preferred.
• Certified Professional Secretary Qualification.
• Minimum 5 years of experience as an Executive Assistant, preferably in a media or fast-paced corporate environment.
• Proven experience supporting C-suite executives, with a track record of managing high-level projects and sensitive information.
• Sound Project Management capabilities.
• Exceptional organizational and multitasking abilities with a strong attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong problem-solving skills and the ability to make decisions independently.
• Ability to work effectively under pressure and meet tight deadlines in a fast-paced environment.
• Discretion and professionalism in handling confidential information.

Special Conditions Associated with the Role:

• The job is based on a minimum forty-hour workweek; however, the nature of the company’s business will require flexible working hours during the week and possibly on weekends and public holidays.
• The working environment dictates that the individual must be able to multi-task and work within a fast-paced media environment.
• Standard office environment with occasional outdoor activity.