EXECUTIVE ASSISTANT

EXECUTIVE ASSISTANT

STRATEGIC OBJECTIVES OF THE ENTITY/DEPT/DIVISION To contribute to increased visitor arrivals to Jamaica through:

(a)  Increased airlift of visitors to Jamaica

(b)  Strategic development of cruise tourism

(c)  Support tour operators serving Jamaica

(d)  Operation of in-house charters from selected gateways

(e)  Support airlift from targeted emerging markets

JOB PURPOSE

Under the direction of the Executive Director, the Technical Assistant provides strategic, administrative and logistical support to Jamaica Vacations Limited (JamVac). The Technical Assistant serves as a conduit to and from the Executive Director to the rest of JamVac, undertakes research and disseminates findings for decision making, monitors the performance of the Executive Office, prepares various documents, maintains records, and contributes to the development of processes and the establishment of functions to facilitate efficiency and effectiveness with regard to the Executive Office.  

KEY OUTPUTS 

• Corporate and operational plans reviewed;
• Letters/reports/memoranda composed;
• Notes and reports produced, reproduced and distributed;
• Information collated, disseminated and communicated ;
• Meetings, seminars, conferences, workshops planned, coordinated and organized;
• Appointments/engagements scheduled, and logged;
• Research conducted;
• Incoming/outgoing mail processed;
• Local travel plans made; 
• Control system for the safe keeping and retrieval of documents and reports established and maintained; 
• Office administration managed and office supplies maintained;
• Calls and visitors managed.

KEY RESPONSIBILITIES Management/Administrative Responsibilities

• Reviews and assesses the output of the Executive Director’s Office against corporate plans and makes recommendations for adjustments where changes are indicated;
• Ensures that all administrative matters related to the office of the Executive Director are performed and makes recommendations for improvement as may be required;
• Prioritizes conflicting demands and ensures that related issues are resolved;
• Provide information and resolution to issues requiring a comprehensive knowledge of organisation policies, procedures and special issues;
• Organises meetings and meeting venues, seminars, conferences and workshops;
• Prepares Agenda for meetings and organise relevant information and documents;
• Maintains schedules of routine and special appointments for the Executive Director,  advising of matters requiring prompt attention;
• Prepares weekly itinerary for the Executive Director;
• Makes local travel arrangements for the Executive Director and prepares itinerary;
• Interviews visitors and callers, determine the nature of their enquiry and refers persons to the proper authority;
• Receives/hosts visitors to the Executive Director; 

Technical Responsibilities

• Conducts technical research, analyses and reporting to guide the strategic planning and decision making initiatives of the Executive Director;
• Collaborates with Managers in the JamVac on projects and assignments;
• Liaises with MDAs, local, regional and other international bodies/institutions to facilitate follow-up regarding implementation of decisions;
• Establishes and maintains a system for the control, safe keeping and retrieval  of classified, secret and confidential documents and reports;
• Examines, analyzes, evaluates and refers all incoming communication;
• Processes incoming and outgoing correspondence;
• Composes letters/memoranda from general instructions;
• Drafts letters of a routine nature and other correspondence for the Executive Director’s signature;
• Prepares speaking notes as requested by the Executive Director; 
• Records and transcribes notes;
• Collates and disseminates information to internal and external personnel as requested;
• Responds to queries by analyzing reports and other documents;
• Acts as the liaison between the Office of the Executive Director and the Core Business Units and transmits instructions to staff.
• Performs other related duties that may from time to time be assigned.

PERFORMANCE STANDARDS

• Review of corporate and operational plans are completed in a timely manner;
• Contributions to projects adds value to goal, time and quality of execution; 
• Composed reports, letters and memoranda are free of grammatical  errors and are completed timely;
• Notes and reports produced, reproduced and distributed in a timely manner and a high level of accuracy is maintained;
• Information assembled , disseminated and communicated in a timely manner
• Incoming/outgoing mail processed and distributed in a timely manner;
• Meetings /workshops are efficiently planned, coordinated and organized;
• Appointments/engagements are accurately logged and reminders provided to facilitate effective preparation  and timely arrival;
• Travel arrangements for the Executive Director and other members of staff are timely and meet requirements; 
• Control system for the safe keeping and retrieval of documents and reports established and maintained in keeping with appropriate practices and procedures;
• Office administration managed and office supplies maintained;
• Visitors, callers and other business contacts are treated with courtesy and their requests/questions are handled in a timely manner;
• Stipulated deadlines and quality standards are consistently met;
• Confidentiality, courtesy, professionalism, dependability and tact are displayed in the conduct of duties;
• Harmonious relations are maintained with staff members and external contacts.

SPECIAL REQUIREMENT/WORKING CONDITIONS  

• May be required to work beyond normal hours from time to time.

AUTHORITY 

• Access confidential information;
• Accord priority status to incoming correspondence which require urgent action;
• Exercise discretion in the screening of calls and visitors;
• Respond to queries and offer advice and direction in the absence of the Executive Director;
• Makes recommendations to improve the efficiency of the Executive Office.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Bachelor of Science Degree in Administrative Management, Management Studies, Public/Business Administration;
• Certificate in Project Management;
• Three (3) years’ experience in an Office Management environment.

OR

• Associate of Science Degree in Administrative Professional Office Management,
• Management Studies, Public/Business Administration;
• Certificate in Project Management;
• Five (5) years’ experience in an Office Management environment.

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent oral and written communication skills
• Excellent Human Relations and Interpersonal   skills;  Excellent time management, planning and organizing skills.
• Excellent skills in teamwork and cooperation;
• Good customer relations skills
• Demonstrates initiative and creativity;
• Flexible and adaptable to change;
• Excellent integrity/ethics exercised in the performance of duties;
• Sets and maintains high performance standards, pays close attention to detail, 
• Ability to demonstrate a high level of initiative, professionalism and confidentiality;
• Sound knowledge of  records/file management techniques;
• Sound  knowledge of secretarial procedures and practices; 
• Proficiency in typewriting and shorthand;
• Proficiency in the use of relevant computer software including spreadsheet and other computer applications;
• Knowledge of modern office equipment.