Company

Lifetime Solutions Limited
Lot 26 C&F, O'meara Industrial Estate, Arima
223-7663, 646-5813

Job Details

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Executive Assistant
Arima
Construction and Building Materials
~ 2 years experience

Application deadline

2021/04/30

Professional Qualifications Required

Not specified.

Technical / Vocational Skills Required

Not specified.

Job Description

Primary Duties & Responsibilities: To provide professional, secretarial and administrative support at an executive level. Prepare communication on behalf of the Managing Director. Preliminary drafting of correspondence on behalf of the Managing Director. Screen incoming calls, enquires and requests. Organise and plan meetings, both internally and externally. Diary management and scheduling of meetings and appointments for the Managing Director. Assist the Managing Director with research and follow-up on matters which fall within the Managing Director’s responsibility, such as seeking responses, triggering follow-up action, etc… Conduct or prepare any research as required by the Managing Director. Assist the Managing Director with the preparation and distribution of documents for management meetings and other executive meetings. Ensure all correspondences and related materials are produced in an accurate and timely manner. Follow up on action points from meetings on behalf

Job Details / Responsibilities

Primary Duties & Responsibilities:

  • To provide professional, secretarial and administrative support at an executive level. 

  • Prepare communication on behalf of the Managing Director.  

  • Preliminary drafting of correspondence on behalf of the Managing Director.  

  • Screen incoming calls, enquires and requests.

  • Organise and plan meetings, both internally and externally.  

  • Diary management and scheduling of meetings and appointments for the Managing Director. 

  • Assist the Managing Director with research and follow-up on matters which fall within the Managing Director’s responsibility, such as seeking responses, triggering follow-up action, etc… 

  • Conduct or prepare any research as required by the Managing Director.

  • Assist the Managing Director with the preparation and distribution of documents for management meetings and other executive meetings.  

  • Ensure all correspondences and related materials are produced in an accurate and timely manner.  

  • Follow up on action points from meetings on behalf of the Managing Director.  

  • Assist with various Ad Hoc requests and projects, as assigned by the Managing Director.  

  • Meet and greet visitors at all levels of seniority.  

  • Acting as the point of contact between the Managing Director and clients – where applicable. 

  • Ordering office supplies for Managing Director’s office.  

  • Create, maintain and manage office filing systems in Managing Director’s Office.  

  • Organise travel and itinerary, as required.  


 

  • Type, print and scan relevant work-related documents to staff and clients as required.  

  • Overall management of Managing Director’s office.  

  • Perform any other duties that may be assigned by the Managing Director. 

 

Experience and Qualifications:

  • Proven work experience as an Executive Assistant. Minimum of three (3) years’ experience in said role.  

  • Knowledge of office management systems and procedures. 

  • MS Office and English proficiency  

  • Bachelor’s Degree, Diploma or Certification in Personnel Administration, Office Management or related Administrative certification. 

 

Knowledge, Skills and Abilities:

  • Strong organisational and time management skills.  

  • Ability to multitask and prioritize daily workload.  

  • Excellent verbal and written communications skills  

  • Spanish language fluency – will be considered an asset.

  • Discretion and confidentiality.  

  • Excellent interpersonal skills.  

  • Proactive and independent with the ability to take initiative.  

  • Ability to work with limited supervision, to make decisions and work on own initiative. 

  • Excellent listening skills.  

  • Reliable, trustworthy and has the ability to maintain confidential and meticulous records. 

  • Ability to adapt to change and work in a diverse team.  

  • Flexibility to work additional hours as necessary to fulfil workload requirements as may be necessary from time to time. 

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