iGovTT
Port of Spain
Job Description
<div style="text-align: justify; ">Reporting directly to the Chief Executive Officer (CEO) and/or Deputy Chief Executive Officer (DCEO), the Associate Executive Support provides high-level administrative, organisational, and logistical support to the Executive Office. The role ensures seamless day-to-day operations for the CEO/DCEO by managing schedules, correspondence, travel, and meeting logistics.</div><div><br></div><div style="text-align: justify; ">The Associate works in close collaboration with the Senior Professional Strategic Executive Support and is expected to be highly organized, professional, and discreet, with a strong service orientation, ensuring the effective and efficient functioning of the Executive Office.</div>
Key and Critical Responsibilities
<ul><li style="text-align: justify; ">Manages calendars and schedules, including arranging high-level appointments and proactively resolving conflicts.</li><li style="text-align: justify; ">Coordinates travel arrangements (local and overseas), including itineraries, bookings, travel briefs, and expense reconciliations.</li><li style="text-align: justify; ">Maintains structured and up-to-date filing and records management systems (both electronic and physical).</li><li style="text-align: justify; ">Monitors and replenish office supplies and resources for the Executive Office.</li><li style="text-align: justify; ">Prepares and distributes agendas, meeting packs, and supporting documents.</li><li style="text-align: justify; ">Takes accurate meeting minutes and follow up on assigned action items to ensure timely completion.</li><li style="text-align: justify; ">Drafts and formats routine correspondence (letters, memos, acknowledgements).</li><li style="text-align: justify; ">Screens and direct incoming calls, emails, and correspondence, escalating urgent matters when required.</li><li style="text-align: justify; ">Coordinates with internal teams and external stakeholders to support the CEO/DCEOs engagements.</li><li style="text-align: justify; ">Organises corporate and inter-office communications on behalf of the Executive Office.</li><li style="text-align: justify; ">Supports events, workshops, or forums involving the CEO/DCEO.</li><li style="text-align: justify; ">Provides ad hoc administrative assistance as assigned.</li></ul>
Key Competencies
<div style="text-align: justify; "><b>Knowledge &amp; Experience:</b></div><div style="text-align: justify; "><b><br></b></div><ul><li style="text-align: justify;">Strong organisational and time management skills.</li><li style="text-align: justify;">Attention to detail and accuracy in all outputs.</li><li style="text-align: justify;">Excellent interpersonal and communication skills.</li><li style="text-align: justify;">Proven ability to handle sensitive information with confidentiality.</li><li style="text-align: justify;">Service-oriented, with a proactive approach to supporting executive needs.</li><li style="text-align: justify;">Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and strong digital literacy.</li></ul><div style="text-align: justify;"><b style="letter-spacing: 0.4px;"><br></b></div><div style="text-align: justify;"><b style="letter-spacing: 0.4px;">Education / Accomplishments:</b></div><div style="text-align: justify;"><br></div><ul><li style="text-align: justify;">Associate Degree in Business Administration, Management, or a related discipline.</li><li style="text-align: justify;">A first degree is desirable but not required.</li><li style="text-align: justify;">2 to 4 years administrative or executive support experience (experience working directly with senior leadership is an asset).</li><li style="text-align: justify;">Experience in a public sector or ICT environment would be advantageous.</li></ul>