Executive Assistant, Berger Paints Jamaica Limited

Job Summary: 

The Executive Assistant is required to provide comprehensive administrative and clerical support to the General Manager and Financial Controller/Company Secretary, ensuring the smooth operations of the Administrative Department. This position will liaise closely with Senior Managers, Head Office and Regional Offices to streamline activities. Directly reports to General Manager and indirectly to the Chief Financial Controller/Company Secretary. As well as compiles and organizes raw data to create MS PowerBI & MS Excel Reports with graphical charts and design MS PowerPoint presentations to assist the General Manager, Chief Financial Controller, and other Senior Managers to understand the result findings.

Job Description: 

• Take confidential and sensitive instructions.
• Maintain confidential files for General Manager, Chief Financial Controller and Senior Managers.
• Record and produce minutes of meetings.
• Action Sheet to be to be prepared and disseminated the day following the meeting.
• Minutes to be prepared within three working days following meeting.
• Prepare statistical and graphic reports/presentations.
• Convey and disseminate management information in a timely manner.
• Liaise with/for Regional Office, as required.
• Research information as and when required.
• Co-ordinate and schedule business, social and confidential affairs of the General Manager, and visiting dignitaries, et al.
• Receive clients, et al.
• Generate Purchase Requisitions for Goods and Services required.
• Compose and type routine correspondence.
• Gather information from departments, to include preparation of reports.
• Ensure the security of the General Manager’s office.
• Ensure proper care of office equipment.
• Carry out other duties as required by the General Manager and other Senior Managers.
• AGM/Board Meeting
  1. Make preparation for Board meetings, notice and agenda and location.
  2. Prepare and maintain minutes of Board meetings.
  3. Prepare for Annual General Meeting
  4. Attend meetings of Pension Trustees
  5. Prepare and maintain minutes of Trustee meetings.
• Cash/Bank Matters
  1. Prepare manual cheques – National Commercial Bank account.
  2. Prepare wire transfer payment requests.
• Administrative Matters
  1. Liaise with financial institutions (banks, Stock Exchange, FSC, Brokers, Sagicor, Registrar, Auditors, etc.)
  2. Maintain files/records for the Finance Department
  3. Provide other administrative support when required.
• Any other reasonable duties and responsibilities as required by the BPJL General Manager.
• Adhere to the safety regulations for the role as prescribed by the business and compliance with ANSA McAL Group Policies.

Education and Experience Requirements:

• University Under-graduate Degree
• Computer Science, Accounting, or an equivalent combination of academic and work experience.
• At least four (4) years’ experience in a related field, with increasing responsibilities for management, use and support of reporting systems.
• Firsthand knowledge of all Commercial activities such as Sales, Warehousing, Logistics and Accounting
• Microsoft Office Suite, Microsoft D365, Microsoft PowerBI & SAP
• Professional certification in Business Analysis wit 4 – 5 years’ experience with ERP systems would be an asse.t
• Experience with general business operations and information requirements.
• Understands how to communicate difficult / sensitive information tactfully
• Sound grasp of business principles and techniques of administration, organization, management, including an in-depth understanding of key business issues.
• Knowledge of strategic and operational planning, budgeting, and IT reporting system trends.