Administrative Assistant

Under the general direction of the Director, Tourism Linkages Network, the Administrative Assistant provides general administrative and secretarial support to the Director and the Division, as the need arise

Basic Salary : $2,245,059.00 per annum

OBJECTIVES/SUMMARY OF POSITION

Under the general direction of the Director, Tourism Linkages Network, the Administrative Assistant provides general administrative and secretarial support to the Director and the Department, as the need arise.

KEY OUTPUTS

• Minutes/notes of meetings prepared
• Reports collated and prepared
• Correspondence sorted, drafted and distributed
• Logistics for special events, meetings and / or functions organized and executed
• Documents filed in appropriately

CORE FUNCTIONS

• Provide administrative support to the Director for all administrative matters of the Department
• Prepares various kinds of reports, updates and briefs related to varying aspects of the overall work of the Tourism Linkages Network
• Collate information that may be required in preparation of conference/reports, etal papers/meeting/discussion
• Drafts correspondence/letters
• Serve as Recording Secretary/Secretary to meetings by providing administrative support for meetings chaired by the Director by recording and producing notes of these meetings and circulating accordingly
• Prepares PowerPoint presentations, Meeting Notes and action items from meetings chaired by the Director or as directed
• Coordinates follow-up actions arising from meetings, liaises with the relevant stakeholders, agencies and monitors the implementation of decisions, especially those requiring actions by the Linkages Network and the Technical Working Groups
• Creates and maintains a database on the status of activities being monitored by the Department
• Maintains an efficient records management system to facilitate filing of project information both electronically and manually
• Assists in the planning and organizing of Tourism Linkages Network’s initiatives, confirming venues, participants, invitations, etc
• Provides on-site logistical support for seminars, meetings, trade shows, and other linkages activities
• Liaises with the Procurement and Accounts units as it relates to procurement and payment for goods and services
• Responds intelligently to official enquiries relating to the work of the Tourism Linkages Network and where necessary, refers these enquiries to the appropriate officers
• Prepare and manage the Director’s Diary and annual calendar of meetings
• Sort and distribute correspondence (print and electronic), and follow-up on special requests made of  the  Director
• Reply to and do follow-up on correspondence and operational commitments as per the directives of the Director
• Coordinate local accommodation by liaising with Procurement/Administration Departments
• Coordinate overseas travel arrangements and approval application as directed by the Director
• Execute any other duties that may be assigned from time to time by Director in all matters of the Department

Performance Standards

• Organisation and management of the Director’s diary and calendar of meetings
• Timely completion and compilation of reports, briefs, etal
• The smooth and timely handling of logistics and arrangements for retreats, conferences, meetings, event, activities and domestic and overseas travel for officers
• Adherence to administrative and management processes for the monitoring and evaluation of programmes
• Timely / expeditious response to internal and external enquires and complaints
• A team approach is adopted with the Department’s Managers on cross cutting issues
• Draft documents are error free and conform to established standards
• Engagements are accurately scheduled, and reminders are provided at least one (1) day in advance
• Minutes/notes are produced error free and circulated within one (1) week after meetings
• All correspondences entering and leaving the office are documented and accounted for
• Confidentiality and integrity are exercised
• Travel arrangements finalized at least one (1) day before scheduled flight and in keeping with established
• Confidentiality and integrity are displayed in the execution of duties

Authorities of the job

• Review documents to determine how they will affect internal processing and determine appropriate course of action/response within assigned scope of authority
• Act as a problem identification and resolution resource, answer questions, provide guidance, trouble shooting and follow up with clients in resolving problems
• Act as liaison between functions/departments as required to facilitate problem resolution

MINIMUM EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• Bachelor’s Degree Business Administration or related discipline
• At least 2-3 years’ work experience in a similar capacity
• Training and/or experience in event planning and management would be a distinct asset

Special requirement/working conditions

• From time to time the incumbent will probably be required to work late and/or on weekends to meet emergency deadlines for completion of assignments
• The Incumbent will be required to travel out of town and overnight as the need arises
• Utilization of limited resources for the achievement of maximum output

Knowledge/Skill requirement:

• Sound knowledge of modern office practices, techniques and methodologies
• Critical attention to detail
• Good oral, written, presentation and communication skills
• Ability to work on own initiative and with minimal supervision
• Ability to work with a team in a dynamic environment
• Highly developed interpersonal skills
• Excellent analytical skills
• Proficient in the use of relevant computer applications, such as, MS Excel, Word, PowerPoint

Applications accompanied by resume stating the position in the subject line should be submitted no later than December 7, 2024 to:

Manager, Human Resource & Administration

Tourism Enhancement Fund

64 Knutsford Boulevard

Kingston 5

We thank all applicants however, only shortlisted candidates will be contacted.