Executive Assistant (GMG/SEG 1)

Job Purpose

Under the supervision of the Technical Co-ordinator, the Executive Assistant provides highly responsive, confidential, executive, technical and administrative support to the Permanent Secretary’s Office; this involves preparing/editing technical documents, research and performing administrative functions.

Key Responsibilities

• Schedules and prioritises the engagements and appointments for the Permanent Secretary;
• Co-ordinates preparation for the Permanent Secretary’s overseas travel ensuring that all necessary arrangements – travel, accommodation, technical documents/papers are in place;
• Processes assigned correspondence and provides feedback to the Technical Co-ordinator and Permanent Secretary as required;
• Co-ordinates activities for a variety of meetings, attends meetings, takes Minutes and prepares and circulates Minutes as required;
• Co-ordinates Progress Reports of the Ministry for submission to the Cabinet Office;
• Monitors routine and special assignments and ensures that they are completed and submitted within a timely manner;
• Undertakes research and prepares draft Notes and Briefs to inform the Technical Co-ordinator on technical and other issues;
• Reviews and drafts Cabinet Submissions for the approval of the Permanent Secretary and signature of the Minister;
• Monitors assigned priority programmes and provides feedback to keep the Technical Co-ordinator and Permanent Secretary continuously informed about the programmes;
• Prepares documents and background information for meetings to be attended by the Permanent Secretary;
• Keeps the Technical Co-ordinator and Permanent Secretary abreast of relevant information on issues of public interest that have a direct impact on the Ministry;
• Participates in the preparation of speeches, briefs/speaking notes for the Permanent Secretary;
• Interfaces with the technical staff of the Ministry, other stakeholders and responds to problems/concerns and issues that need the Permanent Secretary’s attention;
• Prepares and edits correspondence communications, presentations and other documents;
• Prepares, analyses and summarizes Technical Papers/Reports and gives comments as necessary;
• Prepares Ad-hoc Reports including, PowerPoint Presentations and quarterly reviews as instructed;
• Works on any other technical matter as assigned by the Permanent Secretary and Technical Co-ordinator.
• Provides secretarial support to the Ministry’s Senior and Executive Management Meetings as well as other meetings as required.

Required Knowledge, Skills, and Competencies

Core:

• Good oral and written communication skills
• Good problem-solving and decision-making skills
• Good planning and organizing skills
• Flexibility and adaptability
• Teamwork and co-operation
• Ability to use own initiative
• High level of Integrity
• High level of Confidentiality
• Good interpersonal skills
• Managing External Relationships

Functional/Technical:

• Sound knowledge of the machinery of Government (policies and programmes) and steps in the legislative process
• Sound knowledge of Official Secrets Act, Access to Information Act and other Government of Jamaica (GOJ) legislations, policies, and guidelines
• Excellent knowledge of Government Protocol
• Good research and information gathering skills
• Sound knowledge in Technical/Administrative functions
• Excellent Customer and Quality Focus
• Proficiency in the use of Microsoft Office Suite, Internet, and Outlook

Minimum Required Qualification and Experience

• Undergraduate Degree in Administrative Management, Business Administration, Management Studies, or related discipline from an accredited tertiary institution;
• A minimum of five (5) years related experience;
• Experience in dealing with matters of a confidential and sensitive nature.

Please note that only shortlisted applicants will be contacted.