Job Summary
We are looking for an administrative secretarial personel whowill manage schedules, meetings, documentation, correspondence,records, and stakeholder coordination with strict confidentiality and strong attention to detail.
Job Responsibilities
Manage executive calendars, appointments, reminders, and priority scheduling across workstreams.
Prepare, coordinate, and service meetings: agendas, invitations, minutes, action trackers, follow ups, and document packs.
Handle correspondence and communication: emails, letters, memos, calls, and stakeholder responses in the executive's voice.
Draft, format, proofread, and file documents: reports, proposals, presentations, contracts, internal memos, and official letters.
Maintain records and office systems: filing, document control, archiving, version tracking, and retrieval on demand.
Provide secretarial support: typing, transcription, scanning, printing, binding, dispatch, and office documentation logistics.
Manage visitors and front office flow: reception coordination, call screening, meeting room readiness, and hospitality arrangements.
Track tasks and execution: follow up on internal teams, ensure deadlines are met, and escalate risks early.
Maintain confidentiality and handle sensitive information, executive decisions, and stakeholder issues with discretion.
Requirements and Qualifications
Degree or diploma in business administration, secretarial studies, communications, or related field, or equivalent experience.
3 to 5years experience as an executive assistant, personal assistant, secretary, or administrative officer supporting senior leadership.
Strong writing and document formatting skills for professional communication and official records.
Proficiency with Microsoft Office or Google Workspace: Word, Excel, PowerPoint, email, calendars, and document sharing.
Familiarity with office systems: filing, document control, meeting minutes, and basic project tracking.Ability to handle multiple priorities, tight deadlines, and changing schedules with calm professionalism.
Core Skills:
Executive-level organisation, time management, and prioritisation.
Excellent business communication, email etiquette, and stakeholder management.Strong documentation skills: minutes writing, report formatting, and record keeping.
High discretion, confidentiality, and professional judgement.
Attention to detail, follow-through, and proactive problem-solving.
Coordination skills across teams, vendors, and external partners.
Tech confidence with productivity tools, scheduling systems, and digital filing.
Fluent in written & verbal English. Note: Must live within the Island.