Administrative Assistant - Temporary

Provide professional administrative support for the Capita St. Lucia branch that includes a wide range of administrative duties to be handled with confidentiality and discretion where required

JOB PURPOSE

 Duties and Responsibilities

• Schedule and arrange appointments and meetings for the Manager CFSI as required. 
• Coordinates with the other Administrative Assistants or Secretaries within the Group to ensure that effective communication links are maintained for joint meetings, projects etc.
• Provide assistance through answering the telephone, disseminating information, resolving questions, and/or routing calls to appropriate individuals.  Take messages and coordinate follow through to resolution.  Route complaints, as required and as appropriate.
• Obtain approval of invoices and submit to the Finance Department for payment.
• Utilise and maintain the departmental log of information and documents requiring the Manager CFSI’s signature.
• Prepare correspondence as appropriate.  Ensure accuracy and timeliness of work.
• Assist in the preparation and/or conduct of meetings, presentations, conferences, conference calls etc. through:

a)    collating, drafting and distributing the agenda

b)    attending meetings to take minutes

c)     typing and distribution of minutes to defined deadlines.

d)    Maintaining a list of action points and following through and chasing all relevant parties to ensure action points are resolved. 

•    Perform specialised or confidential administrative duties, including:

a)    researching data

b)    preparing reports and statistics as required.

• Maintain accurate and complete files and records, manually or through an active records management system.
• Maintain inventory of supplies for the branch, and order stationery and other miscellaneous supplies as required.
• Provides other general clerical, secretarial and administrative support to the department.
• Any other duties ancillary or related to the foregoing.

 Qualifications and Experience

• 5 CXCs including English and Mathematics with a minimum of 3 years’ experience as an Administrative Assistant.

 Knowledge/Skills and Abilities

• High Proficiency in Microsoft Office Software especially Word, Excel, PowerPoint and Outlook.
• Excellent communication and interpersonal skills.
• Excellent organisational skills.
• Be able to work under own initiative with minimum supervision.                  
• Ability to work as part of a team when required.
• Ability to plan and prioritise own workload.
• High level of confidentiality.
• Is discrete in handling sensitive matters
• High level of self-motivation.
• Have a keen eye for detail.
• Well-developed analytical skills.
• Be able to précis documents and identify the key issues. 
• Possess an excellent command of the English language, both written and spoken.
• Be able to work under pressure and meet frequent and tight deadlines whilst dealing with a wide range of matters.  
• Proven ability to deal with a wide range of people including Committee members, Regulatory officials, other stakeholders, members and staff.

Working Conditions

• Working conditions are normal for an office environment.
• Work may require occasional weekends and/or evening work
• Remote work will be required from time to time

 Contacts

• Customers
• Fellow Employees
• Stakeholders
• Management
• Vendors