EXECUTIVE ADMINISTRATIVE ASSISTANT (Montego Bay, Jamaica) - Caribbean Producers Jamaica Limited

 

Job Title: EXECUTIVE ADMINISTRATIVE ASSISTANT (C-suite)

Department: FIN-GENERAL ACCOUNTS

Location: MONTEGO BAY, ST JAMES

Duties and responsibilities:

• Assists with the timely and accurate preparation of annual business plans including yearly capital expenditure budgets.
• Review and renew annually, all aspects of the company's insurance portfolio with local insurance brokers. Where appropriate, monitor any updating of the portfolio within the financial year; negotiate rates while ensuring the least risk exposures.
• Take a leading role in the preparation of cash flow forecasts on a weekly basis and escalate any shortfall concerns and suggest measures to plug the gaps.
• Prepare daily bank reports & assist in treasury functions for the company.
• Effectively manage and monitor the bank credit facilities with a focus to reduce the overdraft and short-term credit limits. Also, renew the short-term loans prior to the expiry dates.
• Prepare monthly director of finance reports to accurately depict the financial performance of the company for the month.
• Prepare monthly variance analysis on the financials, with a detailed commentary on the variances with respect to the budget and suggest corrective actions where possible.
• Prepare the financial covenants and ensure compliance with the guidelines prescribed by the bankers/note holders, escalate risks, and concerns and suggest mitigation steps.
• Support the FC/director of finance in the preparation of reports and presentations for the board, strategic and general meetings, etc., and assist the FC & Director of Finance to work towards balance sheet management, reducing liabilities, and working to improve profitability.
• Drive the monthly management information system by preparing analytical reports that aid in decision-making, measure performance assist with maximizing the profits for the company.
• Preparation of board, audit, and executive reports on a monthly & quarterly basis.
• Record, transcribe and distribute minutes for the department, division & strategy meetings.
• Prepare and edit correspondence, communications, presentations, and other documents.
• File and retrieve company documents and reference materials.
• Conduct research, collect and analyze data to prepare reports and documents.
• Manage and maintain executives’ schedules, appointments, and travel arrangements and develop travel itineraries to correspond with travel schedules.
• Coordinate company projects and arrange meetings and events.
• Assist with the accounting and consolidation of reports for the company and associated companies.
• Departmental research detailing expenses for each cost centre.
• Maintained fixed asset system and prepare related journal entries and reconciliation.
• Run monthly financial and operational activity reports from the accounting and financial system.
• Create financial report formats in the management accounting system (e.g., Income statements, balance sheets, quarterly unaudited statements, etc.).
• Draft dashboards that present the key financial data to the senior management on a daily basis including bank position, A/P aging, A/R aging, sales, inventory, etc.
• Make custom and permit payments using credit cards, ensure cards are funded all the time, and prepare credit card reconciliations at month end.
• Prepare expense reports, review corporate credit card accounts, and process payment requests.
• Monitor, screen, respond to, and distribute incoming communications for the finance division.
• Liaise with internal staff and external clients at all levels.
• Errands as directed by the director of finance.

Education & experience:

• Bachelor’s degree in accounting/business administration or its equivalent.
• At least 3 years’ experience as an accounting clerk or similar capacity.
• Advanced computing knowledge especially Microsoft Office suite.
• Certified professional secretary or equivalent qualifications
• Minimum two (2) years’ experience as a senior secretary or similar capacity

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