EXECUTIVE ASSISTANT (P.A to C.E.O)

ARE YOU AN ASPIRING ADMIN ASSISTANT? IF SO THIS JOB IS FOR YOU!

EXECUTIVE ASSISTANT (P.A to C.E.O)

Overview: Our client is one of the leading financial institutions based in Barbados. Due to growth, they are URGENTLY seeking to employ a proven professional to provide professional, coordination and administrative support for the Chief Executive Officer (CEO) that includes a wide range of administrative duties to be handled with confidentiality and discretion where required.

Primary Duties:

Performs secretarial and administrative tasks of a confidential nature, including but not limited to office co-ordination, scheduling of meetings, producing letters, reports, memorandums, makes photocopies, filing, distributes mail etc. as well as liaison with the Branch office. Interface with executives, elected officials, with staff and visitors to the company ensuring you project a positive image, answer phones, utilising a broad range of computer applications, especially Word and Excel.

Duties and Responsibilities

• Schedule appointments and maintains calendar, for the CEO,

• Schedule all Company staff and Management meetings

• Be the first point of contact for the CEO in answering the telephone, disseminating information, resolving questions, and/or routing calls to appropriate individuals.

• Take messages and coordinate follow through to resolution. Route complaints, as required and as appropriate.

• Maintain files and records as appropriate for the company.

• Make travel arrangements for CEO and Staff as required.

• Act as recording secretary for the Board and Sub Committee meetings

• Assist in the preparation and/or conduct of meetings, presentations, conferences, conference calls etc. through:

• The preparation of high-quality papers and visual aids
• Collating, drafting and distributing the agenda
• Attending meetings to take minutes
• Typing and distribution of minutes to defined deadlines.

• Maintain a list of action points and following through and chasing all relevant parties to ensure action points are resolved.

• Maintain stationery supply levels.

• Liaise with third party vendors.

• Provide secretarial support for the Company.

• Liaise with the building manager on any maintenance requested or required.

• Manage and maintain Boardroom and Meeting room schedule.

• Order and maintain acceptable level of promotional items.

• Compile all reports requested for Board and Committee Meetings.

• Manage / Board portal, uploading and downloading of documents as necessary for Board & Committee meetings.

• Liaise with members of the Board of Directors for the company and other related companies.

• Monitor company fleet of vehicles.

• Ensure all documents for offsite storage are boxed labelled and sent off to storage facility.

• Coordinate “in house” corporate functions.

• Register documents at the Corporate Affairs & Intellectual Office.

• Monitor all expenses of the CEO’s Office including reviewing all invoices and credit card spend for accuracy.

• Obtain approval of invoices and submit to the Finance Department for payment.

• Develop and utilise information management and tracking systems for efficient processing of information and documents requiring the GCEO’s signature.

• Undertake progress updates on all items received ensuring they are prioritised as received from the GCEO.

• Maintain accurate and complete files and records, manually or through an active records management system.

• Complete request for the purchase of stamps.

• Complete monthly stamp reconciliation spreadsheet.

• Complete monthly expense credit card report.

• Any other duties ancillary or related to the foregoing.

Qualifications and Experience

• An Associate Degree in Administrative Professional Office Management (ASc APOM) or a related field with a minimum of 2 years’ experience as an Executive/Administrative Assistant to senior managers in a financial institution or related area.

• The Professional Secretary’s Certificate or Certificate in Secretarial practice would be an asset.

Knowledge/Skills and Abilities

• High Proficiency in Microsoft Office Software especially Word, Excel, PowerPoint and Outlook.

• Excellent communication and interpersonal skills.

• Excellent organisational skills.

• Be able to work under own initiative with minimum supervision.

• Ability to work as part of a team when required.

• Ability to plan and prioritise own workload.

• High level of confidentiality.

• Is discrete in handling sensitive matters.

• High level of self-motivation.

• Have a keen eye for detail.

• Well-developed analytical skills.

• Be able to précis documents and identify the key issues.

• Possess an excellent command of the English language, both written and spoken.

• Be able to work under pressure and meet frequent and tight deadlines whilst dealing with a wide range of matters.