Senior Secretary, Commission of Strata Corporations

The Real Estate Board invites applications from suitably qualified persons to fill the following post:

Senior Secretary, Commission of Strata Corporations 

Job Summary

Under the supervision of the Manager, the Senior Secretary is responsible for providing secretarial and administrative support that enhance and simplify the work processes and operations of the Manager’s Office. The incumbent coordinates/monitors the Manager’s calendar, drafts reports and other documentations; undertake research on special projects to support the work of the branch and to allow for the efficient delivery of services by the Commission of Strata Corporations.

Key Responsibilities

• Manages the calendar/diaries, schedules and appointments on behalf of the Manager.
• Prepares audio visual presentations as appropriate; prepares briefs and/or supporting documents for scheduled appointments, meetings, speaking engagements, conferences, interviews as appropriate/directed.
• Takes and transcribes dictation; composes and prepares correspondence, memoranda, agenda and other documents that are oftentimes confidential.
• Produces and distributes action minutes of meetings; follows up on actions to be taken.
• Functions as a liaison for smooth communication between the Manager’s Office and internal divisions/branches in a manner that serves to maintain credibility, trust and support with senior management and staff.
• Ensures visitors and incoming calls to the office are received and screened; information or access is provided; referrals to appropriate staff effected; and/or other action are taken as deemed appropriate.
• Works closely with the Manager to keep him/her well informed of upcoming commitments and schedules and follow-up as appropriate.
• Processes all correspondences addressed to the Manager/branch; and routes correspondence and documents as appropriate to allow for the efficient operation of the branch.
• Researches, prioritizes, and follows up on incoming issues and concerns escalated to the Director including those of a complex, sensitive or confidential nature and refer or follow up on response as appropriate.
• Conducts on-line and off-line research at the request of the Manager and other senior officers of the branch.
• Ensures confidential files and records management systems, electronic and hard copy, are established and maintained in accordance with established policies and generally accepted professional standards.
• Demonstrates professionalism, credibility and integrity in the performance of functions so as to enhance and maintain a positive and credible image of the office.
• Maintains knowledge of the Commission of Strata Corporation’s operations, working knowledge of the policies, procedures practices and protocols to be able to respond appropriately to enquiries, requests or issues.

Core

• Highly customer focused/customer service driven.
• Very Good multitasking skills.
• Highly developed confidentiality in dealing with customer issues and data.
• Possesses dexterity in keyboarding and hand and eye coordination.
• Ability to work well in a team as well as alone.
• Ability to build rapport with clients.
• Strong ICT orientation – as the environment is technology enabled.
• Good communication and professional disposition.
• Appreciation of the public service machinery.

Technical

• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities.
• Solid dictation and transcribing skills.
• Good knowledge of statutes, legislations, regulations policies and procedures administered by the REAJ.
• Knowledge of office management and administrative procedures and practices.
• Knowledge of the principles and practices of public administration.
• Knowledge of research and statistical methods and techniques.
• Ability to compose correspondence and reports.

Minimum Required Education and Experience:

• Diploma in Administrative Management or Business Administration or related Social Science from a recognized institution.
• Successful completion of the Certified Administrative Professional Course.
• Four (4) years’ experience in a related field.

Application and Deadline:

Applications should be made online no later than Friday, July 15, 2022 via https://rebcsc.bamboohr.com/jobs

We thank all applicants for their interest. However, only short-listed candidates will be contacted.