Administrative Assistant, Executive Office

Applications are invited from suitably qualified persons to fill the position of Administrative Assistant , Executive Office.

Salary Range: $2,245,059.00 to $3,019,355.00

OBJECTIVES/SUMMARY OF POSITION

Under the direction of the Corporate Secretary, the Administrative Assistant shall be responsible for recording and preparation of assigned sub-committee minutes as well as provide administrative support to the office.

CORE FUNCTIONS

• Assist with the effective management of assigned sub-committee meetings including coordinating, preparing and circulation of Committee pre-read materials, meeting agenda and notifications for the Committees;
• Attends meetings of the assigned                            Sub-committees, accurately record minutes, produce, and maintain signed minutes, and ensures timely distribution to the members of the respective Committees;
• Relays promptly, Committee decisions which require action by management and monitor response and planned dates for further reports to the Committee;
• Maintains appropriate meeting attendance records;
• Prepares Sub-Committee reports in time for monthly Board Meetings;
• In collaboration with the Corporate Secretary provide logistical support for meetings and other events inclusive of travel arrangements, accommodation, venue, and room set-up, coordinating catering and refreshments, audio/visual, etc.;
• Assist with the development and maintenance of systems for the upkeep of confidential records;
• Assist with maintaining logs and secure authenticated copies of all contracts entered into by the TEF;
• Assist with the dissemination and coordination of the relevant updated legislation, policy documents and charters to the Board and sub-Committees;
• Assist in records management for the Corporate Secretary office which includes filing, audit, retrieval and archiving of records;
• Draft and proofread confidential documents, reports, letters, Board resolutions and memoranda with direction from the Corporate Secretary;
• Procure goods and services relating to Board activities in accordance with the Public Sector Procurement Guidelines;
• Carries out individual projects as assigned by the Sub-committees;
• Assist with the coordination of the payment of emoluments and applicable fees to Board of Directors and co-opted members;
• Perform other job-related duties as required from time to time.

Required Qualification and Experience

• Bachelor’s Degree in Business Administration, Management Studies or equivalent combination of educational qualification and experience;
• Minimum two (2) years experience in administrative/secretarial field;
• Training and experience in minutes writing and transcription would be an asset.

Special requirement/working conditions

• From time to time the incumbent will be required to work late and on weekends to attend meetings, completion of assignments and emergency deadlines.
• Incumbent will be required to travel out of town and overnight as the need arise.
• Utilization of limited resources for the achievement of maximum output.

Knowledge/Skill requirement:

• Sound knowledge of modern office practices, techniques, and methodologies
• Sound knowledge of meeting protocols
• High levels of integrity and confidentiality
• Excellent listening and recording skills.
• Excellent notetaking and report writing skills
• Excellent people management skills
• Good oral, written, presentation and communication skills
• Ability to work on own initiative and with minimal supervision.
• Ability to work with a team in a dynamic environment
• Excellent interpersonal skills
• Proficient in the use of MS Office Applications (Excel, Word, PowerPoint)

Applications accompanied by resume stating the position in the subject line should be submitted no later than May 12, 2024 to:

Manager, Human Resource & Administration

Tourism Enhancement Fund

64 Knutsford Boulevard

Kingston 5

We thank all applicants however, only shortlisted candidates will be contacted.