Executive Assistant

Position Overview

Under the general direction of the AVP, Administrative Services or Designate, the Executive Assistant provides administrative support at a high level in a wide variety of areas including correspondence, communications, maintenance of the calendar and problem solving for the day-to-day operations of Administrative Services.

The Executive Assistant coordinates activities on behalf of the Administrative Services Division to ensure that time is effectively allocated and that information/materials needed are provided to advance the priorities of the office inclusive of special projects and budget preparation. The Executive Assistant must work with a high degree of confidentiality and assist with identifying issues or problems and re-route to relevant lower levels or escalate matters for immediate attention when necessary.

Responsibilities and Duties

• Coordinates workflow, communications, processes and procedures for all work done in direct support of the AVP, Administrative Services or Designate and the Administrative Services Division.
• Supports weekly staff meetings to ensure appropriate planning, implementation, monitoring and evaluation of output and outcomes.
• Coordinates meetings, logistics and related preparations inclusive of complex schedules.
• Prepares Meeting Minutes.
• Performs special assignments as requested by the AVP, Administrative Services or Designate.
• Assists with the resolution, research, assessment, and referral of problems, often of a sensitive or confidential nature.
• Responds to requests and inquiries from faculty and staff regarding divisional and institutional policies and procedures.
• Provides daily and long-range assistance on a wide range of assignments both internal and external to the division, i.e. new departmental initiatives and proposals, staff etc.
• Provides analytical and administrative support to the AVP, Administrative Services or Designate and the Administrative Services Division on a variety of campus wide or departmental issues, projects and programmes.
• Compiles data, solicits and researches information from a variety of sources both on and off campus, and prepares report as requested.
• Drafts correspondences on behalf of the AVP, Administrative Services or Designate.
• Prioritises and schedules appointments for the AVP, Administrative Services.
• Prepares detailed briefing materials for the AVP, Administrative Services or Designate prior to meetings.
• Provides pertinent facts, data and other background information for meetings, reports, inquires, agendas and presentations.
• Manages general communication with the divisional/departmental heads and their offices, including all of Bahamas Technical and Vocational Institute’s campuses and centres to ensure coordination of the Institute’s activities, and objectives are fulfilled.
• Manages pending projects and working files to ensure that goals and deadlines are met.
• Maintains confidentiality and discretion regarding the Bahamas Technical and Vocational Institute’s business and files.
• Performs any other reasonable tasks/assignments given by the AVP, Administrative Services or Designate.

Required Qualifications and Experience

• Bachelor’s Degree with 3-5 years of relevant experience, or an Associate’s Degree with 7-10 years of relevant experience. 3-5 years supporting an Executive or Senior Manager is preferred.

Working Conditions

• This Executive Assistant will work in an office setting, supporting an executive and may require flexibility in hours to accommodate the executive’s schedule.