Executive Secretary/Administrative Officer

Do you have the skills required to enhance the effectiveness of the General Manager and Board of Directors by managing information, schedules, and executive requirements? Please see details below.

Background

Profiles Caribbean Inc. is working collaboratively the Barbados Co-operative & Credit Union League Limited to recruit an Executive Secretary/Administrative Officer.

Job Purpose

The primary function of the Executive Secretary/Administrative Officer’s role is to enhance the effectiveness of the General Manager and Board of Directors by managing information, schedules, and executive requirements. The incumbent will be required to play a pivotal role in the trade association by facilitating communication between stakeholders and supporting initiatives that enhance organizational impact.

Responsibilities re: Providing support to the Board of Directors

• Coordinate the calendar and the organisation’s annual election process.
• Record minutes and maintain legal recording requirements.
• Coordinate and follow up on assignments undertaken by committees of the League.
• Update the organisation’s policy manual.
• Compile information for meeting agenda development.
• Arrange educational development activities.
• Facilitate the onboarding of new Board members following annual elections.
• Track and follow up on action items from Board meetings to ensure timely completion.

Responsibilities re: Providing support to the General Manager

• Welcome and supply information to affiliates, members, vendors, or other publics in person or by telephone and answer or direct inquiries.
• Assist the General Manager at meetings as required.
• Maintain relationships with Board members and affiliates.
• Follow up on project completion with committee chairpersons; collect and distribute information.
• Schedule and set priorities to conserve the General Manager’s time.
• Prepare letters and minutes; prepare and manage briefing documents to support the General Manager’s participation in key meetings and events.
• Assist with protocol and logistics for meetings involving senior government officials, regulators, and other high-level stakeholders.

Other responsibilities and General Administrative Support

• Coordinate overseas travel for League delegations which may include BOD, management and  staff.
• Guide secretarial and ancillary staff and coordinate events and activities.
• Ensure that adequate records are kept for administrative purposes.
• Lead the planning and execution of key League projects and events ensuring alignment with strategic priorities and effective stakeholder engagement.
• Enhance administrative processes to align with strategic priorities, focusing on efficiency and impact.
• Assemble the annual office budget and schedule expenditures; analyse variances and initiate corrective actions; monitor and align expenditures with the League’s strategic financial goals.
• Handle sensitive situations involving Board governance and affiliate interactions with professionalism and discretion
• Attend educational workshops and keep abreast of developments in the profession.
• Establish personal and industry networks; stay informed of sector-specific trends and regulatory updates affecting credit unions and cooperatives in Barbados.
• Participate in training sessions to enhance knowledge of governance, cooperative principles, and organisational management.
• Satisfactorily perform other related duties as needed.

Education, experience, and skills requirements

• A Bachelor’s degree in Business Administration, Public Administration, or a related field preferred.
• Minimum of 5 years of experience in executive-level administrative roles.
• Familiarity with the operations and governance of credit unions or cooperatives in Barbados would be an asset.
• Project management experience, including the ability to coordinate and execute events, initiatives, and strategic actions would be an asset.
• Experience in protocol and interacting with senior government officials and regulators is an asset.
• Strong organizational, multitasking, and communication skills.
• Proficiency in office software and meeting management tools including teleconference software and hardware.
• Ability to maintain confidentiality and handle sensitive situations.
• Professionalism and diplomacy, with the ability to represent the League in interactions with senior government officials, affiliates, and other key stakeholders.

To apply

If you meet the requirements outlined above and you are ready for an interesting and exciting position in an organisation that leads and supports the development of Co-operatives and contributes to building the profile of the movement in Barbados, the region and beyond, kindly send us your cover letter and/or CV or résumé as soon as possible. Please use the Apply Now portal to send your cover letter and/or CV or résumé.

We thank all applicants however please note that only candidates selected for shortlisting will be acknowledged.

Closing date for applications is February 18, 2025.