Job: Executive Assistant (Level 4)

Title Executive Assistant (Level 4)
Categories Executive Assistant (Level 4)
Salary Salary Scale:  $1,247,464 – $1,486,366 p.a. plus allowances, if applicable
Start Date 09/04/2018
End Date 20/04/2018
Location Kingston
Job Information

JOB PURPOSE

  • To provide administrative and secretarial support to the Chief Executive Officer

KEY OUTPUTS

  • Documents prepared and circulated
  • Appointments and meeting scheduled
  • Incoming calls routed
  • Letters and files logged and dispatched
  • Minutes transcribed
  • Filing system established
  • Queries addressed
  • Effective supervision of Clerical support staff

JOB RESPONSIBILITIES

  • Co-ordinates support functions in the office of the CEO
  • Undertakes research on documents, regulations and programmes
  • Drafts briefs, statements and responses for the CEO to provide background information and to prepare for participation in meetings internally and external to the Agency
  • Co-ordinates preparation for the CEO’s overseas travel which will include liaising with Ministry of Foreign and Foreign Trade and Ministry of Finance and Planning
  • Keeps CEO informed on matters of public interest that have a direct impact on the Agency.
  • Schedules appointments and meetings for the CEO, monitors diary and operates a reminder system for follow up on action items
  • Liaises with department heads to co-ordinate preparation and submission of monthly and annual reports within established deadlines
  • Types confidential letters, reports, memoranda and miscellaneous documents for the CEO
  • Takes and transcribes minutes of meetings and distributes to relevant persons
  • Drafts standard type letters and routine correspondence
  • Records and dispatches incoming and outgoing correspondence on the relevant document tracking system
  • Develops and maintains a filing system that facilitates easy access, retrieval and security of files
  • Answers incoming calls and queries of both internal and external customers and directs them to the relevant departments and officers
  • Effectively supervises the work of the Clerical Officer
  • Delegates work, monitors and provides general guidance to Clerical Officer
  • Performs other related functions assigned from time to time by the CEO.

 KEY COMPETENCIES – The post holder needs to demonstrate the following competencies:

  • Sound oral and written communication skills
  • Sound organisation skills
  • Sound interpersonal skills
  • Sound knowledge of office protocol
  • Sound knowledge of relevant computer applications and systems

QUALIFICATIONS – Education and Experience

  • Certified Professional Secretary designation
  • Proficiency in typewriting at a speed of 50 -55 words per minute and shorthand at a speed of 100-120 words per minute.
  • Three (3) to five (5) years secretarial experience reporting directly to the senior management level

………………………………………………….
Toni Spencer (Mrs.)
Director, Human Resources
If you believe you possess the above qualities and a strong desire to help the Agency fulfill its mandate, you are invited to visit our website http://picajobs.picaserv.com for details. Submission of applications accompanied by detailed resume including the names of two (2) references should be submitted via the web to:
Director, Human Resources
Passport Immigration & Citizenship Agency
8 Waterloo Road, Kingston 10

No hand delivered application will be accepted
We appreciate your interest in these positions; however only shortlisted applicants will be contacted.

Apply Now