Executive Assistant

Executive Assistant to the Chief Executive Officer.

DETAILED DUTIES & RESPONSIBILITIES:

 Administration

•  Provides administrative support to the Chief Executive Officer covering a wide range of responsibilities.
• Assists the Chief Executive Officer by researching, collecting and analysing data and drafting management reports, correspondence and memoranda.
• Assists the Chief Executive Officer in the preparation of other reports and documents as required.
• Assists with the preparation and compilation of the Company’s Annual Report, corporate plans, budgets and any other documents as required.
• Manages the Chief Executive Officer’s correspondence by responding to e-mails and letters where necessary and escalating when input of the Chief Executive Officer is required.
• Maintains the Chief Executive Officer’s appointments by planning and scheduling meetings, appointments and conferences.
• Maintains and monitors ongoing action item list for principals and senior management to ensure accountability is maintained and deadlines are adhered to.
• Maintain filing system of all important documents, (Banking Agreements, Contracts, Property titles for MDS and CEL)
• Create visually appealing and informative presentations for the CEO's meetings and speaking engagements.
• Gather data, graphics, and content to support presentations.
• Edit and refine presentations to ensure they effectively convey key messages

• Assists the CEO in coordinating and preparing strategic plans and budget, including liaising with senior management team.

 Board of Directors

•  Organizes meeting of the Board of Directors and its committees in accordance with the prescribed schedule.
• Co-ordinates the dispatch of Board of Directors and committee documents and submissions, in keeping with the prescribed timetable.
• Records, prepares and dispatches minutes and action sheet of the Board of Directors.
• Ensures responses to actions are completed within the time frame.
• Ensures that follow-up actions are properly recorded and disseminated.
• Maintains a record of the minutes of the Board of Directors and Committee meetings.
• Maintains the attendance record of Board of Directors and committee meetings.
• Ensure signing of Minutes following each Board meeting.

 Jamaica Stock Exchange

• Maintaining filing system for correspondence from JSE.
• Follow up and initiate responses to correspondence from JSE
• Prepares documents & submissions, including reports, financials & notifications.