+1 (868) 302-JOBS(5627)/ +1 (868) 712- (WORK)9675 #143 Wrightson Road, Port of Spain, Trinidad & Tobago WI. Mon - Sat 8.00 - 18.00. Sunday CLOSED

Administrative Assistant 

  • Location:
    NORTH EAST - ST AUGUSTINE, TUNAPUNA, AROUCA, PIARCO, TRINCITY NORTH EAST - ST AUGUSTINE, TUNAPUNA, AROUCA, PIARCO, TRINCITY NORTH EAST - ST AUGUSTINE, TUNAPUNA, AROUCA, PIARCO, TRINCITY NORTH EAST - ST AUGUSTINE, TUNAPUNA, AROUCA, PIARCO, TRINCITY
  • Salary:
    negotiable
  • Posted:
    4 weeks ago
  • Category:
    ADMINISTRATIVE, BUSINESS-ADMIN, CLERICAL,
  • Deadline:
    April 16, 2024
  • Gender:
    Male, Female

POSITION DESCRIPTION

 

POSITION TITLE: Administrative Assistant 

 

DEPARTMENT:  Head Office

 

REPORTING RELATIONSHIP

 

POSITION REPORTS TO: MANAGING DIRECTOR 

 

POSITION PURPOSE AND SCOPE

 

The Administrative Assistant is responsible for supporting the Management to ensure the efficient operations of the business.  

ESSENTIAL FUNCTIONS AND BASIC DUTIES

  • Assume the role as the primary point of contact between the management and internal/external clients.
  • Maintain a daily journal, arrange meetings and appointments and provide reminders as needed; maintain a master corporate calendar of all meetings, events,
  • Handle requests, feedback, and queries quickly and professionally
  • Update and maintain office policies and procedure
  • Coordinate and execute special requests of management as required   
  • Take meeting minutes
  • Conduct efficient research and procurement tasks
  • Maintain strong relationships with vendors and keep price data in order to get the best pricing on supplies and services. 
  • Produce professional-quality written and electronic reports, presentations and briefs 
  • Manage recruitment process for management staff.  including internal posting of open positions, external solicitation for candidates, interview scheduling, background check processing and completion of new hire paperwork;
  • Prepare paperwork and distribute new hire packages for all management staff.
  • Assist in the preparation paperwork for terminations, transfers, promotions and employee set-up to ensure accuracy in HR database and personnel files
  • Maintain attendance and punctuality records for management staff.  
  • Co-ordinate with Payroll Dept. for the submission of supporting documents to facilitate the processing of monthly payroll
  • Develop and maintain an efficient documentation and filing system for both paper and electronic records
  • Delegate tasks as appropriate to other members of the team

 

 COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

  • Managing and motivating people – Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates’ activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates’ skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services; Continually works to improve supervisory skills. 


  • Delegation – Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results. 


  • Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. 


  • Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. 


  • Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. 


  • Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. 


  • Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.


  • Quality Management – Looks for ways to improve and promote quality; Demonstrates 
accuracy and thoroughness. 


  • Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. 

 

QUALIFICATIONS AND EXPERIENCE

  • Minimum 4 years’ experience as an Administrative Assistant or similar position.
  • University degree will be an asset
  • Minimum of 5 CSEC passes including Maths and English.
  • Full knowledge of office management systems and procedures

 

SKILLS AND ABILITIES

  • Solid understanding of HR fundamentals, report writing;
  • Demonstrated commitment to high professional ethical standards;
  • Superior decision-making, problem-solving and analytical skills; 
  • Superior conflict-management abilities;
  • Proficiency in English, exemplary writing skills
  • Excellent interpersonal skills and a collaborative management style; Efficient planning and time management skills
  • Ability to stay calm and on-task in high-stress situations
  • Current in today’s office technology, and computer software including MS Office 
  • Ability to multitask and prioritize daily workload
  • High level verbal and communications skills·       
  • Discretion with personal and confidential information