Summary of Duties - Acts as the primary administrative liaison for the Office of the Director-General, managing high-level communications and engagements, including confidential correspondence, briefing documents, strategic reports, parliamentary, ministerial and international engagements.
- Coordinates executive schedules, meetings, and official functions with precision and professionalism.
- Prepares and manages confidential correspondence, reports, and briefing materials.
- Ensures the operational efficiency of the Office of the Director-General through proactive administrative leadership and support.
- Facilitates stakeholder interactions, both internal and external, with tact and diplomacy.
- Maintains executive records, oversees resource needs, and supports institutional governance processes.
- Opens, sorts and distributes incoming correspondence, both manually and electronically.
- Exercise discretion and sound judgment in handling sensitive information and interactions with internal and external stakeholders.
- Manages the Director-General’s calendar, prioritising engagements and ensuring optimal time usage to efficiently coordinate complex scheduling across departments, ministries, and external partners.
- Utilises electronic diary systems and digital scheduling platforms to manage the Director-General’s calendar, ensuring optimal time allocation and seamless coordination of meetings, briefings, and official engagements.
- Prepares comprehensive briefing materials and ensures the Director-General is fully equipped for all meetings and events.
- Monitor and update online collaboration tools (e.g., Microsoft Outlook, Teams, SharePoint) to facilitate real-time communication, document sharing, and task tracking across engagements.
- Ensure timely reminders, agenda preparation, and follow-ups are integrated into digital workflows to support executive decision-making and strategic planning.
- Prepares agendas and makes the necessary arrangements for Committee and other meetings organised by the Director-General, as required.
- Assists in the organisation of events and activities by scheduling rooms, issuing information and coordinating speakers/participants.
- Makes the relevant travel and accommodation arrangements for staff, as required.
- Prepares special and recurring Divisional Reports by gathering, compiling and typing data from various sources.
- Demonstrates a sound knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment, as well as English usage, spelling, grammar, and punctuation.
- Serves as the Recording Secretary for high-level meetings chaired by the Director-General, including the Senior Management Committee, inter-agency committees, and strategic planning sessions.
- Prepare related committee agendas, coordinate meeting logistics, and ensure timely distribution of relevant documentation.
- Accurately capture and transcribe committee minutes, decisions, and action items, ensuring proper formatting and dissemination in accordance with institutional protocols.
- Maintain a secure and organised repository of meeting records and follow-up documentation to support governance and accountability.
The ideal candidate will possess: - superior records and information management skills, including the ability to set up, organise, and maintain a comprehensive filing system (both manual and electronic).
- previous experience and excellent skills in the use of the MS Office suite for the preparation of correspondence, data compilation, analysis, reports and presentations.
- the ability to transcribe data from recorded or direct dictation and conduct excellent research.
- the ability to type and operate a personal computer and modern office equipment.
- the ability to perform administrative and clerical duties with speed and accuracy without immediate and constant supervision.
- excellent skills in communication (verbal, listening and written), organisation and time management.
- the ability to work as part of a team.
- Possess the ability to uphold the highest standards of confidentiality in handling sensitive information, communications, and institutional records.
- Demonstrate professional conduct in all interactions, representing the Office of the Director General with integrity, tact, and diplomacy.
- Ensure the physical and digital security of the office environment, including safeguarding access to confidential files, securing workspaces, and monitoring visitor activity in accordance with institutional protocol.
- the ability to maintain good working relationships with all co-workers and the general public and to use good judgment in recognising the scope of authority.
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: Human Resource Manager Statistical Institute of Jamaica 7 Cecelio Avenue Kingston 10. STATIN is an equal opportunity employer and welcomes applications from all qualified individuals. We thank you for your expression of interest; however, only short-listed applicants will be contacted. |
