The Executive Assistant and Human Resource Support - Montego Bay, St. James, Jamaica is responsible for providing comprehensive support to the Executive Team and Board of Directors, and managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
· Provide sophisticated calendar management for MD and GM. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
· Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
· Complete a broad variety of administrative tasks that facilitate the GM’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
· Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the GM, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect GM’s style and organization policy.
· Work closely with the GM to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the GM updated. Anticipate GM’s needs in advance of meetings, conferences, etc.
· Maintain open communications with the divisional teams, including meeting regularly with their managers and providing information and documents as needed.
· Coordinate all Executive and Management team meetings and retreats and assist with staff meetings and events as needed.
· Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the GM and staff, demonstrating leadership to maintain credibility, trust, and support with the Management Team. Complete projects by assigning work to appropriate staff, including the Management Team on behalf of the GM.
· Work with the Management Team to coordinate the GM’s business activities. Follow up on contacts made by the GM to cultivate ongoing relationships.
· Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist the GM in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
· Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, to meet their current and future information needs. Supervise IT consultants. Prepare budget recommendations.
· Provide event management support as requested.
· Provide hospitality to all guests and help to create a welcoming environment.
· Invest in building long-lasting relationships both externally and internally.
· Answer main phone line and front door and respond to inquiries when Admin Assistant is at lunch or absent.
· Manage petty cash reimbursements and reconciliation.
· Other projects/duties as assigned for the overall benefit of the organization.
· Strong ability to execute work with equity and inclusion lens.
· Significant executive support experience, including supporting high-level executives.
· Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
· Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
· Strong verbal and written communication skills.
· Exceptional organizational skills and impeccable attention to detail.
· High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders and political leaders.
· Make appropriate, informed decisions regarding priorities and available time.
· Ability to complete a high volume of tasks and projects with little or no guidance.
· Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
· Able to maintain a high level of integrity and discretion in handling confidential information.
· Excellent judgment is essential.
· Ability to switch gears at a moment’s notice.
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