Executive Support Officer

Executive Support Officer

JOB DESCRIPTION

Position: Executive Support Officer

Job Brief:

The Executive Support Officer will provide high-quality administrative and marketing support to the Managing Director. To be successful in this role, the incumbent should be proactive, meet deadlines, and communicate effectively. The ideal candidate has previous experience in marketing projects and as an administrative assistant. Ultimately, the incumbent should be able to identify and address the needs of the Managing Director and perform in a fast-paced environment.

Duties & Responsibilities:

• Reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information

• Maintain the Managing Director’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel

• Represent the Managing Director by attending meetings in her absence

• Acting as the point of contact between the Managing Director and employees/clients

• Support MD in meetings and deliverables by taking minutes, maintaining files, and organizing documents 

• Keep track of deliverables and tasks assigned by the Managing Director to team members

• Manage the Managing Director’s email account and filter emails

• Ensuring the Managing Director is well prepared for meetings

• Share meeting briefs and post-meeting action points, including delegating tasks to the team

• Assist in the preparation of tenders and proposals to clients and prospective clients

• Assist in the preparation of reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings

• Help to plan company events, meetings, and employee team-building activities

• Support the Managing Director’s personal items needed for her to function in all areas of her life

• Anything else that may be required

Requirements:

• The incumbent must also have good problem-solving and decision-making skills, be able to meet tight deadlines, and work with minimal supervision in a fast-paced environment

• Desire to learn and grow professionally 

• The ability to work from home and office in Kingston where required. (This is a hybrid position)

• Have a strong command of written and spoken English language.

Qualifications & Core Competencies:

• Bachelor’s degree in marketing and/or business administration

• Three to five years prior experience in marketing and administrative/ project management duties.

• Solid experience with Google Suite and MS Office Suite

• Ability to develop presentations creatively.

• Familiarity with online calendars and cloud systems

• Strong communication skills (via phone, email, and in-person)

• Experience exercising discretion and confidentiality with sensitive company information

• Excellent organizational skills with an ability to think proactively and prioritize work

• Comfortable in a fast-paced environment with multiple tasks and projects at hand

• Basic knowledge of Quickbooks is an asset.

Remote Work Requirements:

In this role, you will be working from home and be required to be in the office on some weekdays. 

Working from home will require:

• A distraction-free, quiet  background during meetings that foster high confidentiality

• It is mandatory that your camera is on during meetings 

• Required high-speed internet bandwidth (satellite and wireless hotspots not approved)

Applicants are to submit their resume and cover letter through caribbeanjobs.com by July 15th,2023