National Training Agency (NTA)
Chaguanas
Job Description
The Executive Assistant provides comprehensive administrative support to the Chief Executive Officer (CEO). The ideal candidate will be responsible for managing executive schedules, coordinating and servicing high-level meetings, preparing and transcribing official documents, and ensuring the accurate and confidential handling of sensitive information and communications. This role requires a proactive and resourceful professional with strong administrative, communication, and organisation capabilities, who can effectively coordinate travel arrangements, support the CEO's priorities and objectives, and ensure the smooth and effective operation of the CEO's office.
Key and Critical Responsibilities
<p>Plans and organises the administrative operations of the CEO's office, ensuring compliance with established work standards and office protocols </p><p>Drafts, reviews, and edits correspondence, including letters and memoranda, for the CEO's signature, and prepares responses to routine inquiries. </p><p>Manages meeting logistics, including scheduling, preparing agendas, supplying documents, taking and distributing minutes, and ensuring follow-up actions as needed. </p><p>Coordinates inter-island and international travel arrangements for executive officers, submits necessary documentation to relevant departments, and processes travel and subsistence claims. </p><p>Handles telephone and email inquiries, manages the CEO's calendar, arranges appointments, and directs inquiries to the appropriate contacts. </p><p>Maintains and secures confidential records, files, and documents, developing and managing an effective filing system. </p><p>Ensures the availability of office supplies and oversees the efficient flow of all incoming and outgoing correspondence. </p><p>Provides support in preparing the CEO for Board and committee meetings, including coordinating with departments for documentation and support. </p><p>Arranges for the signing and sealing of CVQ and TTNVQ certificates by the CEO and Chairman, maintaining an organised log of all such activities. </p><p>Coordinates the daily booking of meeting rooms. </p><p>Acts as custodian of office and vehicle keys, maintaining a secure and accurate tracking log. </p><p>Executes any other related duties as assigned.</p><p> </p><p> </p><p> </p><p> </p><p> </p><p> </p><p> </p><p> </p><p> </p><p> </p><p> </p>
Key Competencies
<p>Bachelors in Business Administration or a related field.</p><p> </p><div>Recognised Professional Secretarial Certification would be an asset.</div><div><br></div><div> </div><div>Keyboarding: 60-80 words per minute, high accuracy.</div><div><br></div><div> </div><div>Microsoft Office Suite (Intermediate User in Microsoft Word).</div><p></p>