Administrative Assistant

Administrative Assistant

Career Opportunity

Administrative Assistant

Background/Summary:

On behalf of our client, a premium event management services company in Barbados, Profiles Caribbean Inc. is accepting applications of suitable candidates to fill the role of Administrative Assistant. The successful candidate will provide secretarial and administrative support to the CEO and Management Team.

Summary of Key Responsibilities:

• Provide primary support to the CEO by following up on pending issues pertaining to the Executive Office.
• Receive, analyze, assign, and monitor requests for the attention of the CEO, thus identifying complex or sensitive correspondence either for action or delegation elsewhere.
• Closely monitor the CEO’s mail, preparing responses and acting where necessary on own initiative, exercising discretion and maintaining confidentiality.
• Act as a recording secretary to subcommittees of the Board of Directors; performing a variety of clerical duties related to the recording, preparation, transcription and maintenance of records and documents.
• Maintain a calendar of activities, meetings and various events for the CEO; coordinate activities with other divisions or departments, the public and outside agencies.
• Coordinate travel arrangements and schedule appointments for the CEO and Management Team.
• Coordinate office activities in conjunction with the HR Manager.
• Compile data and statistics to build comprehensive internal communication and information presentations, reports, and fact sheets for the CEO.
• Assist with organizing and facilitating meetings for the CEO and Management Team.
• Perform general clerical duties to include but not limited to photocopying, faxing, mailing, and filing.
• Provide word processing and data entry services as assigned.
• Maintain assigned filing system(s) on an up-to-date basis for the CEO and management team.
• Attend meetings to record minutes where necessary.
• Establish and maintain required correspondence control, logs, files and reference material for the CEO and Management Team as required.
• Open, sort, and distribute incoming correspondence, including faxes and emails, in the absence of the Receptionist.
• Any other related duties that may be assigned from time to time.

Summary of Skills and Requirements:

• Five (5) years of relevant experience in administrative operations and/or secretarial work.
• Private Secretary Certificate or Certified Professional Secretary Certificate.
• Knowledge of modern office procedures, computer operation and software applications.
• Experience with business letter writing and basic report preparation techniques.
• Good record keeping skills, English usage, spelling, grammar and punctuation practices.
• Previous experience in recording or transcription activities will be a definite asset.
• Excellent written and verbal communication skills, as well as numerical skills.
• Excellent time management skills.
• Proficient in the use of Microsoft Office.
• Good critical-thinking and problem-solving skills; and be detailed oriented.
• Effective organisational skills and possess the ability to prioritize tasks.
• Must possess tact, diplomacy, and courtesy commensurate with the nature of the contacts maintained on behalf of the CEO and the sensitive nature of the information handled.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Must possess a good work ethic and have the ability to work in a team.

Applications:

If you are confident that you meet the requirements outlined above, please email us your cover letter and CV / Resume using the caption “Administrative Assistant”.

Closing date for applications is September 12^th, 2023.