Operations Assistant II

Three persons are being sought to perform a variety of complex clerical/secretarial and administrative support duties for the Office of the Director and the Legal and Marketing Unit.

Job Summary

The incumbent is required to perform a variety of complex clerical/secretarial and administrative support duties. Work involves the undertaking of follow-up activities as required and performing secretarial for managerial/professional and technical staff. Duties also include the supervision of employees engaged in the performance of related duties. Depending on assignment, the incumbent may be required to perform some of or the full range of the duties of this position.

Duties and Responsibilities

1. Co-ordinates the planning and management of meetings, workshops and conferences
2. Undertakes follow-up activities regarding the Unit’s work programme and decisions taken at meetings and submits progress reports.
3. Undertakes research, conducts analysis and compiles data as directed.
4. Assists in the preparation of budgetary estimates by obtaining relevant financial and other data for inclusion.
5. Generates a wide variety of documents such as letters, memoranda, minutes reports, spreadsheets utilizing appropriate software.
6. Operates a computer, utilizing word processing and other software as well as other standard office machines such as scanners, photocopiers and facsimile machines.
7. Performs administrative support duties for managerial/professional/technical staff such as reviewing and screening incoming correspondence, making preliminary assessment of its importance, handles some personally or forwarding to superior. Co-ordinating and managing the superior’s calendar by arranging appointments and engagements.
8. Train and guides staff in performing work assignments,
9. Performs other related duties as assigned.

Experience and Training

• Training as evidenced by the possession of an Association of Business Executives Diploma (ABE) General/Marketing, or Certificate in Public Administration (CPA) OR Paralegal certification.
• Minimum of Four (4) years’ experience performing clerical/secretarial and administrative support duties.

• Experience working in a Legal Department will be an asset.
• Experience working in a Marketing Department will be an asset.