Executive Assistant

The role is mainly administrative, providing support to the core Secretariat functions of the LATT and executive support.

Job Summary:The primary role of the Executive Assistant is to provide administrative support to the Chief Executive Officer (CEO) of the Law Association of Trinidad and Tobago.

KEY DUTIES AND RESPONSIBILITIES

1. To provide administrative support to the CEO;
2. Limited to the role of interfacing with the members of the Secretariat, the Council, LATT Committees and members of the public;
3. To receive and dispatch general and electronic correspondence and other documents immediately relevant to Executive and/or Council members, note the date sent and to whom it was sent;
4. To file general and electronic correspondence daily;
5. To scan and save all signed-off, dispatched documents for e-record keeping;
6. To receive and create files for new members and employees as necessary;
7. To receive and file Annual Subscription forms and law officers’ certificates;
8. To assist in the drafting of reports, briefing notes, surveys, spreadsheets, policies, protocols and membership emails;
9. To prepare letters for dispatch and filing;
10. To receive and make calls on behalf of the CEO;
11. To maintain the filing system and general record-keeping (e-filing and hard copies);
12. To assist with the preparation of electronic and physical documentation for Council Meetings and General Meetings;
13. To coordinate Secretariat meetings with the Chief Executive Officer;
14. To prepare meeting minutes on behalf of the CEO;
15. All other related tasks relevant to the effective operation and strategic running of Secretariat activities.

QUALIFICATIONS AND EXPERIENCE  

• Bachelor’s Degree in Business Administration, Management, Communications, Law or a related field from a recognised accredited institution;
• Administrative Professional Secretary Diploma or Certificate in Administration will be an asset;
• A minimum of three to five years of experience in an executive administrative role in a corporate environment;
• Secretarial training, i.e. minute-taking etc.;
• Any equivalent combination of education and experience.

SKILLS AND ABILITIES

• Excellent IT skills with knowledge of Microsoft Excel, Word, PowerPoint and Zoom;
• Excellent interpersonal and organisational skills;
• Excellent attention to detail and accuracy;
• Ability to respond immediately to changing priorities and rationalise completing work demands;
• Proven ability to work with limited supervision and guidance (after initial training);
• Exercise initiative and a high degree of responsibility;
• A professional, positive, proactive and courteous manner with a strong commitment to high levels of outcome of member service.

KNOWLEDGE REQUIREMENTS

• General proficiency in the use of the Microsoft Office Suite, Adobe, other office software and web-based legal resources.
•  General ability to work outside of the hours of 8 am to 4 pm when required to do so by impending deadlines and Council and Committee Meetings.

COMPETENCIES

• Oral and Written Communication - the ability to confidently express oneself in a clear, concise and logical manner; production and compilation of accurate information; speaking clearly and concisely to inform and persuade; and writes grammatically succinctly and clearly. Seeks to improve writing style and effectiveness. Possess presentation skills. 
• Interpersonal Skills - ability to establish productive and cooperative relationships. Understands and responds to others' needs and priorities.
• Organized/Aware - implements practical time management skills and prioritises tasks based on instruction, guidance and personal experience.
• Proactive - seeks new tasks and development opportunities. Identifies and develops new ideas and areas for improvement and is prepared to logically robustly defend them.
• Influence - develops leadership and influencing capabilities and provides mentoring.  Seeks opportunities internally to influence or initiate courses of action or change relevant to the business or job role.
• General conduct - professional behaviour and appearance, resourceful, and client-oriented. Adheres to and complies with HR policies, e.g., Dress code and Health and Safety.
• Exercising professional judgment - applies knowledge to the benefit of colleagues and others; performs duties competently, diligently, honestly and with due regard to legislation, minimum quality standards and in compliance with fundamental principles of ethical behaviour.
• Acts ethically - applies relevant codes of conduct, regulations and legislation; sets high standards of accuracy and attention to detail in records and reports to the highest standard of professionalism.
• Problem solver - solves work-related problems, demonstrating innovative, critical thinking and the ability to plan and undertake projects. Analyses complex data from both internal and external sources, showing a clear understanding of the needs of clients and the business.
• Credible - develops personal credibility based on expanding knowledge and skills and gaining a positive reputation with peers and colleagues.
• Deadline-oriented – applies strategies to prioritise deliverables and multitasks to meet deadlines.
• Team Player - works co-operatively with other individuals and makes valued contributions to the outputs of others to assist one's team or project to achieve the required results.

          WORKING RELATIONSHIPS

• Chief Executive Officer
• Executive Members of Council
• Members of Committees
• Staff of the Secretariat
• Members of the public