Executive Secretary (OPS/SS 4)

QUALIFICATION AND EXPERIENCE

• Certified Professional Secretary (CPS/CAP) Designation and English Language at CXC or equivalent level;
• At least five years’ proving support at the executive level plus the appropriate Administrative Management programme at the Management Institute for National Development; or a combination of related training and experience.

Special Condition Associated with the Job

• May be required to work outside of normal working hours from time to time, to include weekends.

KEY RESPONSIBILITY

Professional/Technical:

• Performs general administrative duties, such as Word Processing, answering telephones and sending and retrieving correspondences;
• Receives, sorts and records all incoming correspondence to the Executive Office;
• Records and distributes documents to the relevant Departments;
• Keeps and operates the stamp imprest;
• Makes travel arrangements and prepares Submissions to the relevant Ministry/Authority;
• Provides support for meetings by;
  • Making arrangements for venue/meeting room and refreshment, projector, etc.
  • Recording and transcribing Minutes and ensuring the circulation of Minutes prior to meetings
  • Drafting agenda and reports for meetings
  • Preparing and compiling documents for review/circulation
  • Advising the National Librarian of related actions from Meetings;
  • Ensuring the circulation of minutes prior to meetings
• Provides Board of Management support by:
  • Coordinating board meetings
  • Recording, transcribing and distributing minutes
  • Maintaining an up to date board member contact list
  • Preparing/compiling meeting documents and ensuring follow through with post meeting actions and decisions
  • Maintaining Board binder of all Board meetings documentation
  • Maintaining an up-to-date Board Member contact list
  • Maintaining communication with Board of Management Members, as requested;
  • Develops and monitors Calendar and Diary for meetings, appointments, assignments and events for National Librarian;
• Receives and hosts visitors on behalf of the National Librarian;
• Organizes and maintains an effective Filing System that allows speedy retrieval of documents/information;
• Maintains an appropriate system to control and safeguard confidential documents, files and reports;
• Researches files and consults officers as directed, to procure information needed for replies to correspondence and other requests;
• Assists in the preparation of the Corporate and Operational Plans;
• Monitors telephone calls, records messages and makes contact with internal/external personnel to obtain or impart information within scope of authority;
• Processes reports, letters and other documents for dispatch;
• Ensures that urgent matters are re-routed for immediate attention in the absence of the National Librarian;
• Arranges for the printing, photocopying and binding of documents as required;
• Maintains adequate supply of official forms/documents for the Executive Office;
• Provides administrative support for the following Meetings:
  • Finance and Investment Committee
  • Audit Committee
  • Senior Management;
• Identifies and resolves routine problems and situations that may hinder the effective workflow in the Executive Office;
• Prepares report as directed;
• Exhibits professionalism, tact, diplomacy and confidentiality to promote good working relationship among staff members;
• Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables in areas of responsibility;
• Performs any other related duties assigned from time to time.

We appreciate all responses, however only shortlisted candidates will be contacted