Personal Assistant / Executive Coordinator

Personal Assistant / Executive Coordinator

The Trinidad and Tobago Civil Aviation Authority (TTCAA) is mandated to regulate and administer a safe civil aviation system whilst ensuring that Trinidad and Tobago properly discharges its obligations under international civil aviation agreements and treaties.  The TTCAA is seeking to recruit a suitably qualified person for the following position:

PERSONAL ASSISTANT / EXECUTIVE COORDINATOR

We are seeking a highly organized, proactive, discreet and confidential professional capable of providing a wide range of high-level analytical and administrative support to senior leadership. The candidate must be able to work confidentially, in a fast-paced and dynamic environment in areas including but not limited to executive coordination, administrative support, planning, compliance monitoring and stakeholder management.

KEY RESPONSIBILITIES:

• Conduct research, collect and analyze data and prepare reports, executive briefs, presentations, correspondence etc.
• Assist with the planning of agendas, special events, meetings, functions etc.
• Organise, update and maintain records and ensure an efficient filing system.
• Liaise with internal staff and external stakeholders, including clients, customers, and government agencies.
• Track action items, monitor deadlines, monitor compliance and follow up on outstanding matters.
• Support departmental budgeting, expense tracking, and administrative reporting.
• Utilize modern digital tools to enhance workflow efficiency and process improvement.
• Handle sensitive information with the highest level of discretion and professionalism.
• Support special projects and strategic initiatives as required.
• Perform any other duties which may be related to but not included in the above.

 QUALIFICATIONS & EXPERIENCE:

• A minimum of five (5) CSEC, CXC or GCE O’ Level subjects, Grades I or II, which must include English Language and Mathematics.
• Associate Degree in Business Administration, Certified Professional Secretaries, Administrative Professional/Secretaries or equivalent qualifications.
• Degree in Management Studies, Business Administration, Communications or a related field would be a significant asset.
• Certified Administrative Professional (CAP) credentials.
• Knowledge of organizational policies, business procedures, and office practices.
• Proficiency in word-processing and spreadsheet applications.

 SKILLS AND COMPETENCIES:

• Exceptional organizational and planning skills.
• Effective communication skills, both oral and written.
• Ability to work independently and manage multiple tasks.
• Excellent human relations, inter-personal and time management skills.
• High level of initiative, flexibility, and confidentiality.