Executive Assistant (Kingston, Jamaica) - Caribbean Assurance Brokers

 The Executive Assistant to the CEO plays a crucial role in enhancing the productivity and effectiveness of the Executive Office, allowing the CEO to focus on strategic priorities while ensuring that day to day operations run smoothly.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs diverse office management and administrative responsibilities within areas and limits of authority as delegated; coordinates and organizes office activities and coordinates the flow of communication and information between parties internally and externally.
• Handles routine issues and emergencies concerning employees, makes decisions independently or collaboratively and recommends action as appropriate.
• Compiles information and prepares and maintains a variety of records and reports related to assigned activities and/or projects.
• Maintains confidentiality of various aspects of the Company’s operation including sensitive, Board and personal information.
• Calendar Management as a duty – scheduling meetings, appointments and events for the CEO. This involves coordinating with various stakeholders, ensuring the CEO’s schedule is organized efficiently and handling any changes or conflicts that may arise.
• Information Management – organizing and maintaining files, records and other documents. This could include creating and updating spreadsheets, presentations and reports as well as ensuring information is easily accessible when needed.
• Performs a wide variety of secretarial work, including typing and word processing, proofreading, filing, recording information and processing and distribution of correspondence.
• Project Coordination – Assists with special projects or initiatives as assigned by the CEO. This could involve conducting research, managing project timelines and deliverables.
• Provides basic on-the-job training and work direction to assigned office personnel where necessary.
• Serves as a major information resource person; disseminates accurate and timely information and direction to team members.
• Communicates with various outside agencies to exchange information, request and provide materials, coordinate activities and resolve issues or concerns.
• Receives and greets visitors to the CEO’s office.
• Screens correspondence and routes to the appropriate department and/or manager.
• Composes correspondence independently on behalf of the CEO or senior management as directed.
• Screens telephone calls for the Corporate office on behalf of the CEO and redirect as necessary.
• Establishes, maintains and assures proper use of confidential files including Board documentation, etc.
• Attends and participates in assigned meetings and trainings; prepares agendas, minutes and action items from minutes as required; follows-up with assigned personnel to ensure action items are executed within the agreed timelines.
• Liaison Role – serves as a point of contact between the CEO and staff members, clients and external stakeholders . This involves relaying messages, coordinating requests and facilitating communication to ensure smooth operations.
• Assists with planning corporate and/or staff events.
• Arranges travel for the CEO and travelling officers as required. This involves planning, arranging and coo-ordinating complex travel schedules and itineraries, including flights, accommodations and transportation for the CEO and other members of staff that are travelling in accordance with the CEO’s requirements.
• Performing various miscellaneous task to include, but not limited to, performing various administrative duties as needed, such as expense tracking, office supply management and other ad hoc tasks to support the CEO and the organization’s goal.

KNOWLEDGE AND SKILLS

• Supervisory Management skills
• Excellent written and oral communication skills
• Excellent telephone techniques and office etiquette.
• Excellent interpersonal skills using tact, patience and courtesy.
• The ability to work independently with little direction.
• The ability to work confidentially with discretion.
• Strong organisational skills and capacity

EDUCATION & EXPERIENCE:

• A B.Sc. or Associate Degree in Business Administration or Management
• Additional training in office and/or administrative management including secretarial skills.
• At least five years’ experience in a similar role especially in the insurance sector.

WORK ENVIRONMENT:

• Possible visits to other branches

Email applications to: jobs@cabjm.com