EXECUTIVE SECRETARY VACANCY

Description

EXECUTIVE SECRETARY

TRINIDAD AND TOBAGO INTERNATIONAL FINANCIAL CENTRE

MANAGEMENT COMPANY LIMITED 

JOB DESCRIPTION

JOB TITLE:      EXECUTIVE SECRETARY

JOB SUMMARY

Provides high level administrative and secretarial support to the Chief Executive Officer and to the Board of Directors in an efficient and professional manner ensuring confidentiality at all times. The position is responsible for ensuring administrative responsibilities and meeting of timelines associated with the CEO’s Office are executed seamlessly. The position reports to the C.E.O.

MAIN RESPONSIBILITIES

• Prepares correspondence for the Office of the Chief Executive Officer and the Board as directed and successfully completes critical aspects of deliverables with a hands-on approach, including taking dictation, word processing, preparing correspondence such as letters, memos and forms on behalf of the CEO.
• Provides a wide range of administrative support that involves making telephone calls, photocopying, mail        handling and circulating communications both internally and externally.
• Assists the Chief Executive in the management of his schedules to ensure his attendance to planned activities and events.
• Provides support to the Vice Presidents as necessary especially in the generation of documents in relation to the CEO’s office.
• Provide support in the preparation and management of documents from the T&T IFC to its reporting line Ministry.
• Provide support to ensure the T&T IFC’s continued compliance in its reporting requirements.
• Review and compile reports for the CEO.
• Professional handling of sensitive and confidential documents.
• Maintains an efficient filing system for easy retrieval of information.
• Attends meetings and generates minutes as directed.
• Develops special projects as assigned by the Chief Executive Officer.
• Performs other related duties as required to accomplish the objectives of the position.

BEHAVIOURAL AND TECHNICAL COMPETENCIES:

Knowledge, Behaviours, Skills & Abilities:

JOB SPECIFIC COMPETENCIES:

• Communication:  Strong oral and written communications, presentation & project management skills. Should also possess sound interpersonal and networking skills.

• Teamwork:  Promotes co-operation and commitment within a team to achieve goals and deliverables. Encourages team unity through sharing information or expertise, working together to solve problems and putting team success first.  Commitment to working with shared leadership and in cross-functional teams and demonstrates energy and drive.

• Adaptability & Flexibility:  Adapts to changing business needs, conditions and work responsibilities. Copes well and helps others deal with the ongoing demands of change; sees and shows others the benefits of change.

• Attention to Detail:  diligently attends to details and pursues quality in accomplishing tasks.  Performs tasks with care; is thorough.

• Accountability & Dependability: Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight

• Development and Continual Learning:  displays an ongoing commitment to learning and self improvement.  Current awareness in the field of business operations, office administration and records management.

Academic Qualifications and Experience:

KNOWLEDGE REQUIREMENTS:

• B.SC. Degree in Business Administration or Business Management or a similarly related field or any equivalent combination of training and experience
• 4 – 6 years’ experience in a similar position.
• Knowledge and experience in Government reporting and compliance requirements
• Certification in Secretarial practices and Shorthand or other dictation methods
• Certification in Project Management would be considered an asset.
• Very good knowledge of Microsoft Office suite
• Any similar combination of training and experience.