Executive Assistant

To provide confidential organizational assistance and general administrative support by working closely with the Managing Director and the executive management team on the execution of confidential strategies and action plans within the business.

Job Summary

To provide confidential organizational assistance and general administrative support by working closely with the Managing Director and the executive management team on the execution of confidential strategies and action plans within the business, maintaining an accurate records management system, executing special projects, conducting research and analysis and providing relevant information, attending meetings with or on behalf of the Managing Director,  helping to develop and execute communication plans and maintaining good relations with all heads of departments.

Key deliverables will include but not limited to:

• Providing general administrative support to the Managing Director and Executive Management Team
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executives’ behalf
• Maintaining comprehensive and accurate records 
• Performing minor accounting duties 
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Acting as the point of contact between the executives and internal or external colleagues
• Organizing meetings and booking meeting rooms
• Handling correspondence directed to managers
• Making travel arrangements and detailed travel itineraries
• Taking dictation and minutes and writing them up subsequently
• Producing reports and presentations
• Handling all matters requiring interactions with the Company Office of Jamaica, Office of Stamp Commissioner, Registrar General’s Department and Office of Titles
• Preparing, executing, and storing all contracts (except HR employment contracts) and manage the Companies Contract Management System
• Preparing procedural documents of all cases for mediation, arbitration, and litigation and Co-ordinating the scheduling of hearings at the Supreme/Resident Magistrates Courts and Dispute Resolution Foundation

Skills & Attributes

• Excellent communication and interpersonal skills
• Good command in both oral and written English
• Proficiency in computer skills and in-depth knowledge of Microsoft Office Suite
• Protocol and situational appropriateness  
• Good judgement and decision-making ability
• Attention to details and a commitment to maintain high standards and discipline
• Skill in multi-tasking and time management
• Able to work well under pressure, both independently and as a team
• Analytical and results oriented
• Work on own Initiative and be highly personally and professionally motivated
• Ability to work well at all levels
• Must be approachable and helpful to all and promote and support team development
• Promotes and personally observes safety and security procedures.

Qualifications & Experience

• First degree in related discipline and/or Professional Certification
• Paralegal Qualification would be an asset
• At least 3 years’ experience providing support at a high level
• Knowledge of standard office administrative practices and procedures
• Knows how to execute with excellence