Executive Assistant

Port of Spain, Trinidad and Tobago

 

POSITION TITLE:   EXECUTIVE ASSISTANT TO THE CEO & COO

 

 

REPORTS TO:

1)      CEO

2)     COO

 

 

DEPARTMENT:

CEO OFFICE

 

SUPERVISES:

DIRECTLY:        0

INDIRECTLY:    0 

 

 

CONTACTS:

·       All Directors

·       All Departments

·       Managers

 

 

POSITION LEVEL:

 

 

STATUS:

MONTHLY PERMANENT

 

 

POSITION SUMMARY:

The incumbent is responsible for providing comprehensive support to the CEO, Board of Directors, and Leadership Team and managing the organization's office operations.

 

 

DUTIES AND RESPONSIBILITIES

 

 

WEIGHTING

 

KEY PERFORMANCE INDICATORS

 

·       Manage the day-to-day operation of the CEO & COO office.

·       Maintain diary, arrange meetings, appointments and provide reminders. Schedule travel and conferences.

·       Read and analyse submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in timely and efficient manner.

·       Record taking of meeting and discussions and provide minutes on a timely basis.

·       Screen, answer and make calls, receiving messages and forwarding accordingly.

·       Prepare executive responses to routine memos, letters or correspondence.

·       Assist in securing signatures on Cheques, Purchase Orders, Vouchers, Wire transfers and other documents for each department in alignment with RACI Matrix guidelines and associated Digital Reports.

·       Develop and carry out an efficient documentation and filing system (hard copy and digital).

·       Organize leadership team communications and plan events, both internally and offsite.

·       Tracking & populating of Digital Reports such as Leadership Team documents, Balance Scorecard, Departmental Monthly reports, Projects Scorecard, Overtime etc.

·       Collect and analyse historical data to develop information and reports required by the CEO and COO

·       Manage the Company’s Balanced Scorecard.

·       Assist in preparing CEO and COO’s key presentations & documents.

·       Excellent communication and time management skills; proven ability to meet deadlines.

·       Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business in alignment with CGA’s Code of Conduct and relevant policies.

 

 

 

80% 

 

 

 

 

 

 

 

 

 

 

 

 

 

20%

 

 

 

 

 

 

 

 

 

 

 

 

 

·     Managing projects and conducting research.

·     Review all reports forwarded to CEO.

·     Complete tardiness report for entire company.

·     Ensure all overtime request & forms are approved.

·     Double check all pop up sales.

·     Macola monthly close off/ daily interface of all accounting modules. 

·     Keep track of leadership team sick days/vacation days.

·     Any other duties you may be called upon to perform.

 

 

 

 

 

KNOWLEDGE, SKILLS AND EXPERIENCE:

·       Bachelor’s in Management Studies.

·       2 – 3 years’ experience in administration.

·       Proficient in Microsoft Office Suite – Outlook, Excel, PowerPoint, Word (Intermediate to Advance Level).

·       Master’s Degree will be an asset.

·       Must have a working vehicle.

 

 

TECHNICAL COMPETENCIES REQUIRED:

 

·       Multitasking:  Performs more than one task simultaneously.

 

·       Accuracy:  The ability to produce work without errors.

 

·       Organizational Skills:  The ability to put tasks together in an orderly, functional and structured whole.

 

·       Developing Others:  The ability to delegate responsibility and to work with others and coach them to develop their capabilities

 

 

 

BEHAVIOURAL COMPETENCIES REQUIRED:

 

·       Interpersonal Awareness:  The ability to notice, interpret, and anticipate others' concerns and feelings, and to communicate this awareness empathetically to others.

 

·       Confidentiality:  The ability to maintain confidentiality and restrict access of information.

 

 

 

Prime location

Port of Spain