Administrative Assistant

Under the general direction of the Director, Tourism Linkages Network, the Administrative Assistant provides general administrative and secretarial support to the Director and the Division, as the need arise

Salary Range: $2,245,059.00

CORE FUNCTIONS

▪ Provide administrative support to the Director for all administrative matters of the Division

▪ Prepares various kinds of reports, updates and briefs related to varying aspects of the overall work of the Linkages Network;

▪ Collate information that may be required in preparation of conference/reports, etal papers/meeting/discussion

▪ Drafts correspondence/letters

▪ Serve as Recording Secretary/Secretary to meetings by providing administrative support for meetings chaired by the Director by recording and producing notes of these meetings and circulating accordingly;

▪ Prepares PowerPoint presentations, Meeting Notes and action items from meetings chaired by the Director or as directed

▪ Coordinates follow-up actions arising from meetings, liaises with the relevant stakeholders, agencies and monitors the implementation of decisions especially those requiring actions by the Tourism Linkages Hub;

▪ Creates maintain a database on the status of activities being monitored by the Division;

▪ Maintains an efficient records management system to facilitate filing of project information both electronically and manually

▪ Assists in the planning and organizing of linkages initiatives, confirming venues, participants, invitations, etc

▪ Provides on-site logistical support for seminars, meetings, trade shows, and other linkages activities;

▪ Liaises with the Procurement and Accounts units as it relates to procurement and payment for goods and services;

▪ Responds intelligently to official enquires relating to the work of the Network and where necessary, refers these enquiries to the appropriate officers;

▪ Prepare and manage the Director of Diary and annual calendar of meetings;

▪ Sort and distribute correspondence (print and electronic), and follow-up on special requests made of the Director

▪ Reply to and do follow-up on correspondence and operational commitments as per the directives of the Director;

▪ Coordinate local accommodation by liaising with Administration Department

▪ Execute any other duties that may be assigned from time to time by Director in all matters of the Division.

Required Qualification and Experience

▪ Bachelor’s Degree Business Administration or related discipline

▪ At least 2-3 years’ work experience in a similar capacity

▪ Training and/or experience in event planning and management would be a distinct asset

Special requirement/working conditions

▪ From time to time the incumbent will probably be required to work late and or on weekends to meet emergency deadlines for completion of assignments

▪ 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;

▪ Critical attention to detail;

▪ 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

▪ Highly developed interpersonal skills

▪ Excellent analytical skills

▪ Proficient in the use of relevant computer applications, such as, MS Excel, Word, PowerPoint

Applications accompanied by resume stating the position in the subject line should be submitted no later than December 7, 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.