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Position: Executive Assistant

Location: 11 Maraval Road, Port of Spain / Trinidad and Tobago

Job Summary:

The incumbent serves as the administrative and functional point person for the Executive corporate community and personal matters to ensure smooth functioning of activities and processes in multiple lines of business. He/she will be responsible for handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision.

Job Description:

  • Coordinate the calendar, meetings and schedule arrangements for the Executive’s, staff, business partners and customers including initiating contact and securing appointments is appropriate.
  • Work closely with team members to assure the Executive’s preparation for meetings, presentations or other engagements.
  • Answer phones and direct relevant calls to the Executive; referring calls elsewhere as appropriate.
  • Assist in the preparation of both internal and external correspondence, that may be personal or business related.
  • Maintain a rigorous filing system which includes printing of relevant email correspondence and other important documents (originals and copies)
  • Provide administrative support in strategic planning activities and also on committees, weekly and monthly meetings via recording, transcribing and timely posting of minutes to team members and Executives
  • Attend/represent the Executive at meetings, seminars or conferences where advised, to maintain a ubiquitous appeal
  • Coordinate event planning in office and off-site where necessary
  • Arrange the meeting room facilities for video conference calls utilizing the in-house equipment
  • Arrange amenities as needed for travel including itinerary preparation and prepare and submit expense reports arising from travel and otherwise
  • Handle courier correspondence, payments and preparation of purchase orders stemming from department’s activities
  • Assist with the compilation of reports for Board meetings and Executive Committee meetings with the relevant appendices and supporting documentation.
  • Assist with regular updates of Executive leave
  • May be required to spearhead special projects as directed by Executive

Required Competencies:

  • Attention to detail – thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently. Analytical with an eye for detail.
  • Communication: oral and written – effectively transfers thoughts and expresses ideas orally or verbally in individual or group situations. Professional when dealing with executives, senior staff, and colleagues.
  • Customer focus – making customers and their needs a primary focus of one\\\’s actions; developing and sustaining productive customer relationships in a courteous and tactful manner
  • Initiative – does more than is required or expected in the job; does things that no one has requested that will improve or enhance products and services, avoid problems, or develop entrepreneurial opportunities. Responds positively to change, ambiguity, adversity, and pressure.
  • Multitasking – simultaneous effective execution of multiple tasks within a specified time frame with the ability to juggle priorities and displays effective coping skills.
  • Planning & organizing/time management – establishes a systematic course of action for self or others to ensure accomplishment of a specific objective. Sets priorities, goals, and timelines to achieve maximum productivity and accepts accountability for results.

Required Qualifications:

  • Associates Degree.
  • Bachelor’s degree would be considered an asset.
  • Other administrative qualifications/certificates.
  • At least 3-5 years’ work experience in a related field, supporting at the Executive level.
  • Computer literate; strong knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

How to apply:
These are the requirements for applying for this job:

- Do you have an Associate's / Bachelor's Degree? - Do you have at least three (3) years Administrative experience, supporting at the Executive level? - Do you have strong knowledge of Microsoft Office?