Executive Personal Assistant

Executive Personal Assistant

A Pharmacy with locations in Kingston and Montego Bay is seeking an Executive Personal Assistant to work closely with its Directors.

Position Purpose:

To provide professional support and direct administrative assistance to  the Directors, which includes dealing with and managing highly sensitive and/or confidential  matters, using independent judgment, tact and discretion. To serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the Director’s Office. 

The Executive Personal Assistant is responsible for undertaking a variety of administrative and  personal tasks, to ensure that the Director’s office operates with efficiency on a daily basis. The  individual is responsible for maintaining organization of her current and future obligations, as well  as creating strategies to increase time efficiency in the completion of tasks. The Executive Personal  Assistant should be trustworthy and skilled in managing duties and obligations on a daily basis. 

Responsibilities:

• Manage and execute projects as assigned by the Directors. 
• Manage active calendar of appointments, organize executive and personal travel  arrangements(local & oversees), and schedule meetings. 
• Communicate with all stakeholders and provide support when required. 
• Perform Administrative duties on a daily basis. 
• Prepare & send business and private correspondences. 
• Communicate with Board Members, schedule Board Meetings, and prepare meeting agendas. 
• Follow-up and prepare all necessary documents and information in support of Board Meetings. 
• Prepare and review communications and presentations to ensure accuracy and timely  execution.
• Assist with prioritizing urgent and often sensitive matters. 
• Manage Directors expenses, receipts, credit card reconciliation etc. 
• Liaise with companies regarding orders/follow/tracking/shipping etc. 
• Assist with ordering/buying of inventory items, based on computer sales and estimations etc
• Aid in sourcing of new vendors - communication, proving information, follow up 
• Verification of the accuracy of orders in comparison to PO provided. 
• Organise, chair and execute meetings on various platforms (Zoom, Google Meet etc.)
• Ensure following up on all task given to internal stakeholders, ensuring all deadlines are met,  co-ordinating and compiling information and present to the Directors. 
• Filling and retrieving corporate records, documents and reports. 
• Assist with coordinating and executing personal tasks on behalf of the Directors. 

Education, Experience, Skills:

• BSc. Degree in Business Administration or related discipline 
• At least 3 years’ experience in a similar capacity 
• Certified Typist – At least 60 wpm 
• Certificate/Diploma as an Administrative Professional (would be an asset)
• Certificate in MS Office Suite 
• Excellent organizational and communication skills 
• Must own and operate motor vehicle 
• Proficient in Google Meet, Microsoft Teams and Zoom 
• Ability to work under pressure and in a fast-paced environment 
• Ability to work independently or with minimal directive or instructions 
• Ability to use your own initiative 
• Ability to analyze and solve problems
• Ability to prepare routine administrative paperwork 
• Must be detailed oriented and a multitasker with superb organizational skills 
• Must possess a high level of integrity and dependability with a strong sense of urgency 
• Must have strong internal and external customer service skills 
• Strong problem solving and creative skills and the ability to exercise sound judgment and make  decisions based on accurate and timely analyses 
• Outstanding communications skills, written and oral 
• Self-motivated; Hands-on, leads by example 
• Values diversity of thought, backgrounds and perspectives 
• Ability to multi-task while maintaining vigilant attention to detail 
• Integrity/ethics beyond reproach 
• Constantly seeking to apply best practices