Executive Assistant

This role provides dedicated, confidential, and comprehensive support to the Chairman and the Director of Business Development in all personal, family, and household matters.

Job Summary

This role provides dedicated, confidential, and comprehensive support to the Chairman and the Director of Business Development in all personal, family, and household matters. This role requires exceptional organization, discretion, and adaptability to manage diverse administrative, logistical, and coordination tasks efficiently. The incumbent ensures seamless management of the respective personal and family schedule, travel, household operations, and related administrative activities.

Key Responsibilities

• Manage and maintain the professional and personal and family calendars, appointments, and correspondences of the Chairman and the Director of Business Development.

• Coordinate personal, family, and household travel arrangements, including itineraries, accommodation, and logistics.

• Manage procurement and purchasing of personal items, household supplies, and family-related goods or services.

• Liaise with external vendors, contractors, and service providers to ensure timely delivery of household and personal services.

• Manage work permits and compliance requirements for household staff where applicable.

• Maintain accurate and confidential household files, vendor records, and related documentation.

• Coordinate logistics for family events, appointments, and engagements as requested.

• Anticipate the Chairman’s needs and proactively provide administrative and logistical solutions.

• Ensure the highest standards of confidentiality, security, and professionalism at all times.

• Be available after regular working hours as needed to support urgent personal or travel-related matters.

Qualifications and Experience

• Bachelor’s degree or equivalent training in Business Administration, Management, or related discipline preferred.

• Minimum of 5 years’ experience in a senior personal or executive assistant role supporting a high-level executive or family office.

• Proven experience in project management is an asset.

• Strong organizational and multitasking skills with the ability to manage competing priorities.

• Excellent communication and interpersonal skills with a high degree of discretion.

• Proficiency in Microsoft Office Suite and familiarity with travel and vendor management tools. 

Skills and Competencies

• Exceptional attention to detail and reliability.

• High emotional intelligence and professionalism in interactions with family members and staff.

• Flexibility to work beyond normal business hours when necessary.

• Flexibility to travel outside of Trinidad and Tobago to provide support, sometimes on short-notice.

• Ability to anticipate needs, act independently, and exercise sound judgment.

• Commitment to confidentiality and discretion.

• Ability to anticipate needs, act independently, and exercise sound judgment.