Administrative Assistant

Job Summary

To perform a variety of daily administrative duties to support the Executive Team, maintain a high level of confidentiality in all job-related functions, and provide excellent service to customers and staff in a courteous, prompt, and efficient manner for all Company offices.

Job Responsibilities

• Ensure strict confidentiality on all personnel & management matters.
• Ensure accuracy of all letters, emails, and other forms of written communication.
• Ensure phone calls are responded to in a professional, courteous, and timely manner.
• Screen visitors & telephone calls directed to the Group CEO as well as maintain appointments & schedules (internally & externally) when required
• Keep the Group CEO and Executive Team informed of any urgent matters that may arise
• To provide excellent service to management and auditors, maintaining customer confidence and protecting operations by keeping financial information confidential
• Respond to highly confidential letters & general correspondence of a routine nature for the executive team as needed
• Establish & maintain/file official documents & company records e.g. legal documents (BIR etc.), contracts for vendors & suppliers, customs bonds, etc
• Make all travel arrangements, including co-ordination of travel allowance with the Accounts department when staff are travelling on company business
• Coordinate & assist with all training & development activities inclusive of preparing letters/correspondence, travel & related arrangements for foreign and local seminars
• Purchasing products for the company using the company credit card as directed by the Group CEO
• Provide administrative support to Group CEO and other departmental Managers when the need arises
• Maintain/update filing on a regular basis
• Ensure proper use of workstation, security of data & shut down of computers at end of the day
• Perform such other duties & responsibilities as may be required to maximize the efficiency, productivity, teamwork, customer relations & enhance the entire operations of the company

Jobs Requirements

• Prior Administrative Assistant experience
• CXC/CSEC certificate including Mathematics and English Language
• Training in Office Administration would be considered an asset.
• Working knowledge of Microsoft Office

Skills & Knowledge

• Sound Knowledge of MS Suite.
• Excellent verbal & written communication skills
• Excellent problem solving & analytical skills
• High integrity with utmost confidentiality
• Ability to multitask & meet changing deadlines
• Must be self-directed & able to complete projects with limited supervision