Salary Range: $2,245,059.00 to $3,019,355.00
OBJECTIVES/SUMMARY OF POSITION
Under the direction of the Corporate Secretary, the Administrative Assistant shall be responsible for recording and preparation of assigned sub-committee minutes as well as provide administrative support to the office.
CORE FUNCTIONS
- Assist with the effective management of assigned sub-committee meetings including coordinating, preparing and circulation of Committee pre-read materials, meeting agenda and notifications for the Committees;
- Attends meetings of the assigned Sub-committees, accurately record minutes, produce, and maintain signed minutes, and ensures timely distribution to the members of the respective Committees;
- Relays promptly, Committee decisions which require action by management and monitor response and planned dates for further reports to the Committee;
- Maintains appropriate meeting attendance records;
- Prepares Sub-Committee reports in time for monthly Board Meetings;
- In collaboration with the Corporate Secretary provide logistical support for meetings and other events inclusive of travel arrangements, accommodation, venue, and room set-up, coordinating catering and refreshments, audio/visual, etc.;
- Assist with the development and maintenance of systems for the upkeep of confidential records;
- Assist with maintaining logs and secure authenticated copies of all contracts entered into by the TEF;
- Assist with the dissemination and coordination of the relevant updated legislation, policy documents and charters to the Board and sub-Committees;
- Assist in records management for the Corporate Secretary office which includes filing, audit, retrieval and archiving of records;
- Draft and proofread confidential documents, reports, letters, Board resolutions and memoranda with direction from the Corporate Secretary;
- Procure goods and services relating to Board activities in accordance with the Public Sector Procurement Guidelines;
- Carries out individual projects as assigned by the Sub-committees;
- Assist with the coordination of the payment of emoluments and applicable fees to Board of Directors and co-opted members;
- Perform other job-related duties as required from time to time.
Required Qualification and Experience
- Bachelor’s Degree in Business Administration, Management Studies or equivalent combination of educational qualification and experience;
- Minimum two (2) years experience in administrative/secretarial field;
- Training and experience in minutes writing and transcription would be an asset.
- From time to time the incumbent will be required to work late and on weekends to attend meetings, completion of assignments and emergency deadlines.
- Incumbent will be required to travel out of town and overnight as the need arise.
- Utilization of limited resources for the achievement of maximum output.
- Sound knowledge of modern office practices, techniques, and methodologies
- Sound knowledge of meeting protocols
- High levels of integrity and confidentiality
- Excellent listening and recording skills.
- Excellent notetaking and report writing skills
- Excellent people management skills
- Good oral, written, presentation and communication skills
- Ability to work on own initiative and with minimal supervision.
- Ability to work with a team in a dynamic environment
- Excellent interpersonal skills
- Proficient in the use of MS Office Applications (Excel, Word, PowerPoint)
Manager, Human Resource & Administration,
Tourism Enhancement Fund,
64 Knutsford Boulevard,
Kingston 5.
Tourism Enhancement Fund,
64 Knutsford Boulevard,
Kingston 5.
Email: hr@tef.gov.jm
We thank all applicants however, only shortlisted candidates will be contacted.
