Executive Assistant

Our Client in the Port of Spain area is seeking a temporary Executive Assistant for 6 months.

Our Client in the Port of Spain area is seeking a temporary Executive Assistant 

Position Type: Temporary 6-month contract.

Salary: $ 12,000

Location: Port of Spain

JOB SUMMARY:

Provides high-level administrative and secretarial support to the Chief Executive Officer and to the Board of Directors efficiently and professionally, always ensuring confidentiality. The position is responsible for ensuring that administrative responsibilities and meeting of timelines associated with the CEO’s Office are executed seamlessly. The position works closely with the Vice President Corporate Services in the execution of responsibilities aligned with the management of the Board of Directors and engaging with the Ministry of Finance.

Administrative Operations and Support of the CEO’s Office:

• Follow up on projects and operational plans on behalf of the CEO
• Prepares correspondence for the Office of the Chief Executive Officer and the Board as directed and successfully completes critical aspects of deliverables with a hands-on approach, including taking dictation, word processing, preparing correspondence such as letters, memos, and forms on behalf of the CEO.

• Provides a wide range of administrative support that involves making telephone calls, photocopying, mail handling, and circulating communications both internally and externally.

• Assists the Chief Executive in the management of his schedules to ensure his Attendance at planned activities and events.

• Reviews and finalizes documents in relation to the CEO’s office.
• Liaise with staff as necessary to ascertain needed information for finalization of documents from the CEO’s office.

• Provide support in the preparation and management of documents from the TTIFC to its reporting line Ministry.

• Review and compile reports for the CEO.
• Professional handling of sensitive and confidential documents
• Maintains an efficient filing system for easy retrieval of information.
• Attends meetings and generates minutes as directed.
• Develops special projects as assigned by the Chief Executive Officer
• Performs other related duties as required to accomplish the objectives of the position.

Board of Directors support:

• Provides support to the Vice President Corporate Services as necessary for the efficient management of the needs and requirements of the Board of Directors.

• Compile Board packages under the direction of the Vice President of Corporate Services
• Set up and prepare logistics for Board, Sub-Committee, and monthly update meetings in collaboration with the Vice President Corporate Services.

PERSON PROFILE:

The holder of this post will have to demonstrate creativity, flexibility and resilience. They will be calm under pressure, tenacious, and possess excellent coordination and planning skills, together with written and verbal communication skills. They will enjoy working bothcollaboratively and independently. The Executive Assistant has an important role, which willbring them into regular contact with colleagues, stakeholders, and vendors

BEHAVIOURAL AND TECHNICAL COMPETENCIES:

Knowledge, Behaviours, Skills & Abilities:

• Communication: Strong oral and written communications, presentation & project

management skills. Should also possess sound interpersonal and networking skills.

• Teamwork: Promotes co-operation and commitment within a team to achieve goals

and deliverables. Encourages team unity through sharing information or expertise,

working together to solve problems, and putting team success first. Commitment to

working with shared leadership and in cross-functional teams, and demonstrates energy

and drive.

• Adaptability & Flexibility: Adapts to changing business needs, conditions, and work

responsibilities. Copes well and helps others deal with the ongoing demands of change;

sees and shows others the benefits of change. Recovers quickly from setbacks and

finds alternative ways to reach goals or targets.

• Attention to Detail: diligently attends to details and pursues quality in accomplishing

tasks. Performs tasks with care; is thorough. Makes few if any, errors. Checks work to

ensure accuracy and completeness. Compare observations or finished work to what is

expected to find inconsistencies.

• Accountability & Dependability: Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight. Shows up to work on time,and follows instructions, policies, and procedures. Meets productivity standards, deadlines, and work schedules. Makes the best use of available time and resources.

• Development and Continual Learning: displays an ongoing commitment to learning and self-improvement. Current awareness in the field of governance, business operations, office administration, and records management.

Academic Qualifications and Experience:

• B.Sc. in Business Management, Business Administration, or related field.
• MSc in Business Management, Business Administration, or related fields would be considered an asset.

• 3 - 5 years’ experience in a similar position.
• Extensive knowledge of the State Enterprises Performance Monitoring Manual would be considered an asset.

• Experience and certification in secretarial practices or other dictation methods would be considered an asset.

• Experience in drafting and reviewing policies, contracts, and other legal documents
• Certification in Project Management would be considered an asset.
• Excellent knowledge of the Microsoft Office suite.
• Any similar combination of training and experience.

Job: Rs