Executive Assistant

On behalf of the Jamaica Observer Media Group – The IRE Group of Companies is seeking to recruit a:

Executive Assistant

The Executive Assistant will provide a high-level administrative support, ensuring smooth operation of the executive office and enabling the Managing Director to focus on strategic responsibilities. This role requires exceptional organizational skills, attention to detail, confidentiality, and the ability to manage a dynamic schedule and communications in a fast-paced media environment.

He/She will act as the primary point of contact for the Managing Director, coordinating meetings, communications, and key projects across departments.

Core Functions:

• Manage the Managing Director’s calendar, including scheduling meetings, coordinating appointments, and ensuring timely follow-ups.
• Act as the primary point of contact between the Managing Director and internal or external stakeholders, managing correspondence, phone calls, and emails.
• Provide general day to day administrative support.
• Maintain bookings and coordinate activities in the Boardroom.
• Ensure that complaints made to the Executive Office are addressed in a timely manner by the appropriate persons.
• Coordinate meetings, retreats, luncheons and other functions both internally and externally in collaboration with other departments, ensuring all details are handled efficiently.
• Process request for accommodations for staff at Sandals Resorts/room request.
• Responsible for all Protocols for JOL events.
• Arrange and coordinate travel itineraries, including flights, accommodations, and logistics for domestic and international travel.
• Assist with preparations for all meetings/functions, including distributing materials, arranging logistics, and recording minutes as required.
• Prepare reports, letters and other general correspondence.
• Develop and maintain a comprehensive and organized filing system for all documents, ensuring quick access to information as needed.
• Coordinate the routing of correspondence (internal and external) through the Executive Office.
• Provide supervision for all staff assigned to the Executive Office.
• Prepare and organize daily agendas, briefing materials, and reports to keep the Managing Director informed of critical matters.
• Handle confidential information with discretion, ensuring sensitive communications remain secure.
• Support the Managing Director in managing special projects, tracking progress, and following up on deliverables.
• Coordinate with office support teams to ensure the executive office functions effectively and efficiently.
• Perform ad-hoc administrative duties as required to support the Managing Director in achieving strategic objectives.

Job Specifications, Qualifications and Comptencies Associated with the Role:

• Bachelor’s degree in Business Administration, Communication, or a related field is preferred.
• Certified Professional Secretary Qualification
• Minimum 5 years of experience as an Executive Assistant, preferably in a media or fast-paced corporate environment.
• Proven experience supporting C-suite executives, with a track record of managing high-level projects and sensitive information.
• Sound Project Management capabilities.
• Exceptional organizational and multitasking abilities with a strong attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong problem-solving skills and the ability to make decisions independently.
• Ability to work effectively under pressure and meet tight deadlines in a fast-paced environment.
• Discretion and professionalism in handling confidential information.

Special Conditions Associated with the Role:

• The job is based on a minimum forty-hour workweek; however, the nature of the company’s business will require flexible working hours during the week and possibly on weekends and public holidays.
• The working environment dictates that the individual must be able to multi-task and work within a fast-paced media environment.
• Standard office environment with occasional outdoor activity

Please Note: Only Shortlisted Candidates Will Be Contacted. Thank you for your application!