Administrative Assistant

Corporate Administration

Job Summary: 

The Administrative Assistant is required to provide professional administrative support to the Executive Assistant/Business Development Officer (EA/BDO).  This person must be creative and enjoy working within a small, business environment that is mission-driven, results-driven and community oriented.

Key Duties & Responsibilities:

The Administrative Assistant will work under the direction of the EA/BDO.  The incumbent must performs duties and responsibilities commensurate with the assigned functional areas including any combination of the following task:

1. Perform administrative and secretarial duties including collecting, compiling and preparing information.

2. Receive and transcribe confidential dictation and compose correspondence independently or in accordance with oral or written instructions requiring thorough knowledge of organizational policies and procedures.

3. Prepare and type a variety of materials such as reports, letters and other documents; proof read and edit materials to ensure completeness and accuracy.

4. Review and prepare all statutory administrative reports, documents and statements as guided and directed by the EA/BDO.

5. Respond to request for information regarding the organization in compliance with the Freedom of Information Act, 1999

6. Accurately conduct research, assemble and summarize information and data for use by the Chief Executive Officer in presentations and reports.

7. Receive and screen office visitors and answer telephone calls; screen and direct telephone calls; take messages; provide information and respond to queries and questions where necessary; and exercise discretion in public contacts.

8. Establish a record keeping system and maintain accurate records of activities and information including materials of a confidential nature.

9. Organize and maintain adequate offices supplies and stationary.

10. Open, sort and route mail as required.

11. Perform related duties as assigned.

Routine Responsibilities:

1. Assist in the distribution and requisition stationary supplies in coordination with other administrative assistants
2. Open and distribute all incoming mail
3. Record, prepare and distribute minutes of meetings for those chaired by the CEO
4. Accurately maintain the records in a central filing system
5. Assist in the distribution and requisition stationary supplies in coordination with other   Administrative Assistants
6. Direct and record as needed all incoming calls for the CEO
7. Perform other related administrative, duties as directed by the EA/BDO, including assisting other managers and the Chief Executive Officer.

Knowledge, Skills & Ability Requirements:- 

Must possess a good working knowledge of: -

1. Office automation tools and Microsoft Office Suite.

2. Government organizational structure and functioning.

3. Modern office procedure techniques, administrative practices, procedures and equipment.

4. Correct English usage, grammar, spelling, punctuation and vocabulary.

5. Public relations and techniques.

6. Alpha and numeric filing systems.

7. Local laws, regulations and policies governing procurement

Must possess the skills & ability to: -

1. Perform technical, specialized, complex and difficult office and administrative work requiring the use of independent judgment.

2. Interpret and implement policies, procedures and computer applications
3. Analyze and resolve office administrative and procedural problems; analyze situations accurately and adopt an effective course of action.
4. Perform basic research and prepare reports and recommendations.
5. Work independently with little direction; organize own work, set priorities, meet deadlines and follow up on assignments  with a minimum of direction, using initiative and independent judgment within established policy and procedural guidelines.
6. Communicate effectively with co-workers, superior, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.

7. Work confidentially with discretion.

8. Must be able to typewrite at 60 – 80 words per minute.

9. Must possess strong oral and written communication skills including the ability to write routine reports and correspondence.

10. Must possess strong administrative, organizational and time management skills

Behavioral Competencies                                                                        

1. Ethics - Displays high levels of ethical values; honesty, integrity, transparency and credibility in relationships and work situations, consistent with the vision, mission and core values and principles of the organization

2. Workload Management & Strategic Focus – Demonstrates the ability to manage work load by efficient and effective planning, prioritizing and organizing tasks in a timely manner whilst attaining a high level of performance by delivering results and understanding the internal business challenges and external competitive environment

3. Work Home life Balance – Demonstrates the ability to manage personal and work related synergies; focus is placed on zeal and energy displayed whilst in the pursuit of company objectives with high levels of endurance and fortitude

4. Communication – Demonstrates the ability to communicate in a logical, concise and intelligent manner at all levels within the organization that elicits feedback and encourages continuous dialogue and engagement

5. Initiative – Acts independent where necessary to ensure critical HR processes and procedures are accomplished with confidence and minimum supervision takes a visionary approach and sees the bigger picture and not just the immediate task

6. People focused – Exercises a high degree of emotional intelligence whilst ensuring the ethos of the organization is maintained and its objectives are achieved

7. Customer oriented – Demonstrates a clear understanding of the business aspect of the organization and role played by the customer as the chief client in generating revenue as such recognizes the importance of maintaining a professional approach to customer service and ensuring all others display the highest degree of customer focused services

8. Governance & Compliance – Ensures compliance with laws, state and organizational policies and procedures in a transparent, ethical and accountable manner

Qualifications & Experience:

Any combination equivalent to:

1. A Diploma in Business Management/Administration/Studies
2. Professional Certificate in Office Administrative or equivalent qualification in related discipline
3. Minimum 5 GCE or CXC O’ levels inclusive of mathematics and English with proficiency in Microsoft Officer Suite Skills
4. Paralegal Qualifications and or experience will be an asset
5. At least three years of increasingly responsible secretarial experience including two years’ experience as an Administrative Assistant to a Manager in a public sector or private sector organization