Executive Secretary 1 (AUGD/AGS 4)

Key Responsibilities

Technical/Professional: 

• Engages with internal and external stakeholders to communicate information from the Senior Director, Human Resource Management & Administration, as directed; 
• Makes logistical arrangements for meetings, including technology, equipment and refreshments, as directed; 
• Receives visitors to the Office of the Senior Director, Human Resource Management & Administration; 
• Liaises with Heads of Departments on action issues requiring their attention; 
• Streamlines the Office through efficient filing systems, placement of equipment and related administrative support; 
• Monitors the scheduled maintenance of HR equipment; 
• Receives and processes sensitive and confidential mail and other documents; 
• Initiates and prepares draft reports and letters for the review of the Senior Director, Human Resource Management & Administration; 
• Attends meetings, records minutes, prepares minutes and circulates them to meeting attendees; 
• Screens telephone calls and directs calls to the appropriate officer, as necessary; 
• Maintains a schedule of appointments, reschedules appointments when necessary and informs the relevant persons; 
• Maintains a database of letters issued and ensures that copies are routed to the HR Registry for filing; 
• Maintains and manages confidential files and documents, as directed; 
• Provides support to the execution of HR programmes, as needed; 
• Maintains an efficient filing system; 
• Performs any other related duties that may be assigned. 

Required Knowledge, Skills and Competencies

• Good planning and organizing skills 
• Good oral and written communication skills 
• Stakeholder engagement 
• Report writing 
• Accuracy 
• Initiative and reliability 
• Knowledge of office procedures 
• Good use of technology 
• Good interpersonal skills 
• Quality customer care 

Minimum Required Qualification and Experience

• Diploma in Administration, Management or related studies from a recognized institution. 
• Certified Professional Secretaries Certificate. 
• Successful completion of prescribed Government of Jamaica Secretaries Courses at MIND. 
• At least three (3) years progressive secretarial experience working under the direction of a Senior Manager. 

Special Working Conditions Associated with the Job

• Performing duties while under pressure. 
• Performing multiple tasks at the same time. 

Please note that only shortlisted applicants will be contacted.