Executive Assistant to AVP, Administrative Services

Job Overview

The Executive Assistant plays a vital role in supporting an executive by managing schedules, communications and administrative tasks, ensuring efficient operations within the organisation. Under the general direction of the AVP, Administrative Services, the Executive Assistant will provide administrative and analytical 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 incumbent will coordinate activities on behalf of the Administrative Services Division to ensure his/her 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 independently with a high degree of confidentiality and assist with identifying issues or problems and re-route to relevant lower levels and escalate to Executives for immediate attention when necessary.

Key Responsibilities

• Acts as point person for all staff who support and assist the AVP, Administrative Services. Coordinates workflow, communications, processes and procedures for all work done in direct support of the AVP, Administrative Services. Participates in weekly staff meetings to ensure that departmental projects and issues are handled in a timely manner.
• Exercise independent judgment to perform special assignments as requested by the AVP, Administrative Services. Assist with the resolve, research, assessment and referral of problems, often of a sensitive or confidential nature.
• Exercise independent judgment in bringing information and issues related to the affairs of the Administrative Services to the AVP, Administrative Services.
• Develop written responses for the signature of the AVP, Administrative Services. Independently respond to requests and inquiries from faculty, staff and students regarding divisional and institutional policies and procedures.
• Provide 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 or student grievances, etc.
• Provide analytical and administrative support to the Department Head on a variety of campus wide or departmental issues, projects and programmes. Compile data, solicit and research information from a variety of sources both on and off campus, and prepare report as requested.
• Draft correspondences on behalf of the AVP, Administrative Services, prioritises and schedules appointments for the AVP, Administrative Service’s calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the AVP, Administrative Services. Coordinate complex schedules.
• Assist with coordinating travel arrangements.
• Prepare detailed briefing materials for the AVP, Administrative Services prior to meetings. Provide pertinent facts, data and other background information for meetings, reports, inquires, agendas and presentations.
• Manage general communication with the divisional departmental heads and their offices, including those located on other campuses to ensure coordination of the Institute’s activities and objectives are fulfilled.
• Manage 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 task/assignment given by the AVP, Administrative Services

Required Qualifications

• Bachelor’s Degree with 3-5 years of relevant experience or an Associate’s Degree with 7-10 years relevant experience.

Required Experience

• 3-5 years supporting an Executive or Senior Manager preferred.