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Executive Assistant Vacancy Brydens

Executive Assistant Vacancy Brydens

Executive Assistant – To the Managing Director

A.S. Bryden & Sons (Trinidad) Limited & Bryden pi Limited

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Description

To provide confidential administrative support to the Managing Director, Head of Operations and the Financial Controller as require.

 

A.S. BRYDEN & SONS (TRINIDAD) LIMITED

We are seeking to recruit a suitable candidate for the following position:

 EXECUTIVE ASSISTANT (To the Managing Director)

Major Responsibilities & Accountabilities:

• Maintains strict confidentiality of all corporate, personal and research matters.
• Provides administrative support, including word processing functions of all correspondence, as requested by the Managing Director, Head of Operations and the Financial Controller.
• Screens the Managing Director’s incoming calls and responds independently when possible.
• Opens, attends to and dispatches mail/e-mail messages for the Managing Director.
• Manages the Managing Director’s calendar and schedules meetings and appointments, including foreign travel plans and itineraries.
• Arranges meetings and appointments for the Head of Operations and the Financial Controller while providing reminders as required.
• Follows up on matters requiring the attention of the Managing Director.
• Prepares and distributes agendas, notices, minutes and resolutions for meetings.
• Creates and maintains databases, spreadsheet files and an effective filing system for this office and Company’s Critical Business Documents.
• Manages the process for Company licenses i.e. Liaison to lawyers, prepares documents, cheques etc. and ensure all persons responsible for certification is completed by date of hearing.
• Receives and validates FIC, Enviro-Klene and Terminix invoices for accuracy and compliance with rates as per Agreements and Contracts and passes to the Head of Operations for approval.
• Maintains and updates the KPI metrics for the Head of Operations direct reports monthly and prepares graphic presentations as required.
• Maintains and records various reports requested by the Head of Operations and Financial Controller as required.
• Assists with the management and event coordination of the Company’s staff Christmas party.
• Organizes other programs, events and meetings as required, by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget.
• Manages Company’s Annual Electronic Card and Advertisement of opening hours.
• Manages the Managing Director’s meeting room.
• Provides relief to the other Executive Assistants as required.

Knowledge & Experience:

• A Bachelor’s Degree or equivalent qualification
• A minimum of three (3) years’ experience in a similar capacity
• Proficient in Microsoft Office applications

Key Competencies:

• Excellent interpersonal skills
• Excellent organizing and co-coordinating skills
• Dependable, adaptable and results oriented
• Excellent communication and negotiation skills, with the ability to communicate with all levels of staff in the organisation
• Must maintain strict confidentiality at all times

Thank you for your interest but please note that only shortlisted contacts will be contacted 

Executive Assistant Vacancy Brydens

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