Administrative Assistant

The Children's Authority of Trinidad and Tobago is a specialized agency with the responsibility for the care and protection of children, especially those who are at risk or have been victims of abuse or neglect.

The Children's Authority of Trinidad and Tobago is seeking to recruit for a, Administrative Assistant, on contract.

The Administrative Assistant assigned to the Corporate Secretariat Unit will be required to provide confidential, accurate and efficient administrative support as directed by the Corporate Secretary. The incumbent will ensure corporate records are maintained in keeping with set standards, operating procedures and in accordance to the Law.

Principal Accountabilities/ Key Functions:

• Perform duties of receptionist; answer and direct phone calls for the Corporate Secretariat Unit.
• Assist in the planning, and execution of Board meetings, Sub-Committee meetings and other Corporate Secretariat events and activities.
• Organise and schedule meetings utilizing various approved medias such as MS Teams, Zoom, Convene etc.
• Basic navigation and trouble shooting of Corporate Governance Software.
• Maintain up-to-date physical and electronic files relative to the Board of Management and Corporate Secretariat functions such as contact lists, correspondence log, departmental logs and filing system.
• Assist in the preparation and finalization of regularly scheduled reports. Prepare and distribute correspondence memos, letters and forms in accordance to standard operating procedures.
• Keep the diary of the Corporate Secretariat (Board Meetings, Committee Meetings, events and activities).
• Assist with collating of information, writing of reports, and ensuring decisions made and relevant action are taken as communicated to the relevant stakeholders.
• Assist the Corporate Secretary during periodic reviews (e.g., Internal Audit, external consultants) and support the implementation of any resulting recommendations.
• Prepare and distribute documents such as notices, agendas, correspondence, memorandums and presentations for and on behalf of the Corporate Secretary.
• Maintains accurate information pertaining to the Board of Directors including but not limited to mailing addresses, email addresses, valid contact information, special needs and meeting attendance.
• Provide general support to the Corporate Secretary and Corporate Secretariat. 
• Order office supplies and book travel arrangements as and when necessary.
• Reconcile expense reports for submission to the Corporate Secretary.
• Perform any other duties that are necessary to give effect to the matters above as assigned by the Corporate Secretary

Minimum Qualifications:

• Associate's Degree in Business Administration or Business Management
• Administrative Professional certification will be considered an asset
• Two (2) years’ experience working in an Administrative capacity providing support in a Corporate Secretariat or Legal department.
• Proficient in Microsoft Office Suite with emphasis on MS Excel and MS Powerpoint

The Authority would like to thank all applicants for their interests, however, only shortlisted candidates will be contacted.

Deadline: October 2, 2023