Administrative Assistant to the CEO

The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO and managing the organization's office operations with a high level of professionalism and confidentiality.

Job Title: Administrative Assistant to the CEO
Location: A Prominent Hotel in Tobago

Job Summary:

We are seeking a highly organized and proactive Administrative Assistant to support the CEO of a well-established hotel in Tobago. The ideal candidate will provide high-level administrative support, manage schedules, coordinate meetings, and ensure the smooth functioning of daily executive operations.

Key Responsibilities:

1. Calendar & Schedule Management:
• Provide sophisticated calendar management for the CEO, prioritizing inquiries and requests while troubleshooting conflicts.
• Make sound judgments and recommendations to ensure efficient daily operations.
2. Administrative Support:
• Assist with special projects and produce complex documents, reports, and presentations.
• Collect and prepare information for meetings with internal staff and external stakeholders.
• Compose and prepare correspondence, maintain contact lists, and arrange travel logistics.
• Manage complex expense and mileage reports.
3. Communication & Coordination:
• Serve as the primary point of contact for internal and external matters related to the CEO.
• Prioritize and determine appropriate actions, referrals, or responses while maintaining confidentiality.
• Keep the CEO well-informed of upcoming commitments and responsibilities.
• Act as a liaison between the CEO and staff, maintaining trust and credibility.
4. Executive Team & Office Management:
• Coordinate Executive Team meetings, staff meetings, and retreats as needed.
• Assist in developing and improving office policies and workflow.
• Manage office services, including vendor selection, equipment procurement, and supplies.
5. IT & Operational Support:
• Oversee information systems operations, including IT infrastructure, desktop support, and cloud-based systems.
• Supervise IT consultants and prepare budget recommendations.
6. Event & Hospitality Management:
• Provide event management support and hospitality to guests, fostering a welcoming environment.
• Answer inquiries via the main phone line and process daily mail distribution.
7. Financial & Administrative Tasks:
• Manage petty cash reimbursement and reconciliation.
• Support the CEO in outreach activities and maintaining stakeholder relationships.
8. Other Duties:
• Complete additional tasks and projects that contribute to the organization’s success.

Qualifications & Experience:

• Bachelor’s Degree in Business Administration/Management (preferred).
• Minimum of 5 years of experience in an executive support role.
• Strong proficiency in Microsoft Office and desktop publishing software.
• Experience with IT troubleshooting, cloud-based environments, and infrastructure management.
• Exceptional verbal and written communication skills.
• Highly organized with strong attention to detail.
• Professionalism in handling confidential information.
• Ability to prioritize, multitask, and work under minimal supervision.
• Willingness to travel and work flexible hours as required.

If you have a strong administrative background and the ability to anticipate the needs of an executive, we invite you to apply for this rewarding opportunity.