Basic Salary per annum: $2,245,059.00

OBJECTIVES/SUMMARY OF POSITION

Under the general direction of the Manager, Corporate Communications & Public Relations, the Administrative Assistant is responsible for providing general administrative and clerical support to the Unit.  The incumbent will provide general technical, administrative, and secretarial support, including managing, organizing and coordinating the workflow of the Unit; implementing and maintaining administrative/filing systems, procedures and policies, as well as monitoring assigned administrative projects as determined by the Manager.

KEY OUTPUTS

• Calendars and schedules prepared and maintained;
• Meetings coordinated;
• Correspondence/documents, reports, presentations and records prepared and distributed;
• Record-keeping and administrative systems established and maintained;
• Research conducted;
• External requests for information processed and provided;
• Invoices, vouchers, requisitions, expense claims processed;
• Annual/Quarterly/Monthly/Periodic Reports prepared;
• Individual Work plan developed;
• Information effectively disbursed to relevant departments;
• Confidential information effectively handled. 

KEY RESPONSIBILTY AREAS

• Manages calendar for the Unit which includes but is not limited to scheduling appointments, coordinating meeting rooms and preparations including refreshments, where applicable;
• Maintains office workflow, analyses operating practices and systems and recommends improvements; and implements agreed changes to increase in the Unit’s efficiency;
• Provides support to members of the Team on specific projects as agreed with the Manager, Corporate Communications & PR;
• Prepares and modifies documents including correspondences, reports, drafts, memos and emails; takes and transcribes dictation, and composes and prepares confidential correspondence, technical reports, and other complex documents;
• Assists with the logistical operations of the Unit with respect to the duties assigned including organization and administration of meetings and other events, by providing agendas and keeping written records of discussions and key decisions; and undertakes associated research and follow-up actions as required;
• Conducts research and prepares draft summaries/presentations as required;
• Screens incoming calls and correspondence and responds independently when possible;
• Maintains electronic and hard copy filing systems, creates and maintains database and spreadsheet files and manages the Unit's intranet filing system, performs data entry and scan documents;
• Makes travel arrangements including researching and coordinating itineraries, visa requirements, accommodation and other related activities for the Unit; compiles documents for travel related meetings;
• Schedules and attends Unit and committee meetings, prepares minutes and ensures follow-up actions are done, reproduce, distribute and maintain records of minutes accordingly;
• Exhibits good courtesy to scheduled and unscheduled visitors;
• Opens, sorts and distributes incoming correspondence, assists in preparing outgoing mail and correspondence, including e-mail and faxes and updates Unit mail register;
• Attends meetings externally as may be required for the purpose of minute taking, conducting research, compiling supporting documents and related tasks;
• Maintains equipment register; ensures completion of scheduled preventive maintenance and arranges repairs;
• Maintains office supplies for the Unit by monitoring stock levels, placing and expediting orders through the Administration & Asset Management unit, if required, and verifying receipt of supplies.
•  Coordinates internal communications workflow by formatting approved content into internal notice templates (email/WhatsApp Groups etc), scheduling dissemination, and maintaining distribution records. 
• Maintains internal communications infrastructure including staff contact lists, group email distribution lists, and internal channel membership (e.g., Teams/WhatsApp) in collaboration with HR/ICT/Administration as required. 
• Compiles inputs for an internal newsletter/bulletin by gathering updates from Units and preparing draft layouts for review by the Manager, Corporate Communications & PR. 
• Updates and organizes the Unit’s internal communications repository (intranet/shared drive) including final versions, templates, event recaps and approved assets, ensuring proper version control and ease of retrieval. 
• Support the development and Maintains an internal communications tracking log (what was disseminated, when, to whom) and routes staff feedback/queries to the relevant officer for action, escalating sensitive issues as required. 
• Supports internal engagement activities (e.g., town halls, staff briefings, recognition moments) by coordinating logistics, invitations/RSVPs, attendance and post-activity recap notes for circulation.

OTHER RESPONSIBILITIES

• Performs all other related duties and functions as may be required from time to time.

PERFORMANCE STANDARDS

• Calendar and schedules are coordinated and maintained according to established standards and timeframes;
• Meetings efficiently and effectively coordinated; agendas prepared satisfactorily;
• Minutes taken and transcribed accurately and distributed within the required timeframe;
• Visitors greeted, and callers responded to in a professional manner;
• Record-keeping and administrative systems are established and maintained in accordance with relevant standards and agreed timeframes;
• Local and overseas travel arrangements made in a timely manner;
• Research conducted are evidence-based and timely;
• Reports, correspondence, agendas and minutes are evidence-based and submitted in a timely manner;
• Tact, sensitivity, diplomacy and discretion are exercised in the screening of calls and visitors, giving out of information, and dealing with people;
• Work plans conform to established procedures and implemented accorded to establish rules;
• Confidentiality, integrity and professionalism displayed in the delivery of duties and interaction with staff.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Travel island wide in performance of duties/attend meetings, etc.; 
• Work in excess of normal working hours from time to time, in order to achieve set deadline;
• Work on weekends and public holidays may be required but usually with prior notice;

MINIMUM EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• Associate Degree in Business Administration, Management Studies, Public Administration, Administrative Management or related qualification;
• At least two (2) years’ experience in related field.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern office principles, practices, techniques and methodologies
• Good oral, presentation and commutation skills;
• Proficiency in Microsoft Office Suite – MS Word, Excel and Power Point and other programme applications appropriate to assigned responsibilities;
• Ability to record and transcribe meeting minutes
• Knowledge of the machinery of government (policies and programmes);Good command of written Standard English;
• Excellent interpersonal skills;
• Ability to work on own initiative
• Ability to work with tight schedules and deadlines
• Ability to maintain good relations with all stakeholders
• Attention to detail
• Excellent multitasking skills
• Experience in the Tourism industry would be an asset

Applications accompanied by résumé stating the position in the subject line should be submitted no later than Thursday, March 26, 2026 to:

Manager, Human Resource & Administration

Tourism Enhancement Fund

60 Knutsford Boulevard

Kingston 5

We thank all applicants however; only shortlisted applicants will be contacted.