Executive Assistant

We're seeking an Executive Assistant for our client in Montego Bay, St. James.

We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative, financial, and clerical support to senior executives. This role requires excellent multitasking abilities, financial acumen, and strong communication skills. Responsibilities include managing payables, receivables, reconciliations, document management, and general office operations while ensuring compliance with deadlines and confidentiality requirements.

Key Responsibilities:

1. Financial & Accounting Support

1.1 Reconciliation

· Monitor and manage credit card balances, download transaction reports, and ensure timely clearance.

· Administer and reconcile petty cash, ensuring timely replenishment.

· Generate purchase orders and receipts for fuel transactions.

1.2 Payables

· Process and pay invoices, including preparing requisitions, scheduling payments, issuing cheques, and logging disbursements.

· Initiate approved payments via the banking platform.

· Review payroll and submit it to the Accounting Officer

1.3 Receivables

· Prepare and issue rental and ad hoc invoices for clients.

· Generate invoices using QuickBooks.

· Prepare and submit shared office expense invoices to the appropriate accounting teams.

2. Administrative & Clerical Support

2.1 Document & Records Management

· Manage fleet registrations.

· Maintain and organize filing systems for:

o Commercial records

o Client agreements

o Company assets

o Personnel files

o Vendor and payment records

2.2 Correspondence & Communication

· Draft professional letters, contracts, policies, and company documents with accuracy and proper formatting.

· Manage email correspondence and follow up on pending items.

· Attend meetings, take detailed minutes, and distribute them to attendees while maintaining both digital and physical records.

2.3 Executive & Project Support

· Handle personal arrangements for the General Manager.

· Provide regular task updates and items to complete for effective time management.

· Assist with HR and administrative tasks.

3. HR & Compliance Support

3.1 Filing & Record-Keeping

· Maintain and securely archive HR files in both physical and digital formats.

3.2 Drafting & Policy Development

· Assist in drafting company policies, contracts, and updates to the HR Manual.

Qualifications & Experience:

· Qualification in Business Administration, Accounting, or a related field (preferred).

· Proven experience as an Executive Assistant, Administrative Assistant, or in a similar role.

· Knowledge of financial processes such as invoicing, reconciliation, and payroll management.

· Proficiency in QuickBooks, Microsoft Office Suite, and online banking platforms.

Skills & Competencies:

· Strong organizational and multitasking abilities.

· Excellent verbal and written communication skills.

· Keen attention to detail and ability to meet deadlines.

· High level of confidentiality and discretion.

· Ability to work independently and adapt to a fast-paced environment.

This role is ideal for a proactive professional who thrives in an executive support position while maintaining efficiency and accuracy in financial and administrative tasks.