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Seeking: Executive Assistant

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pin_drop St. James, Jamaica
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1 year ago
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Additional Information

Provide administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Main Duties & Responsibilities include, but are not limited to the following:
  • Prepare invoices, reports, memos, letters and other documents, using word processing, spreadsheet, database, or presentation software.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Conduct research, compile data, and prepare reports for consideration and presentation by executives, committees and boards of directors.
  • Attend meetings and record minutes.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Perform general office duties, such as ordering office supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • File and retrieve corporate documents, records, and reports.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Make travel arrangements for executives.
  • Organizing and confirming business meetings.
  • Tracking of company vehicles including insurance, registration, and maintenance.
  • Manage the administrative requirements for the repair and maintenance of office and computer equipment.
  • Maintain the day off schedule, leave management system and verify annual leave records.
  • Advice and update Company officers of legal and labor relations requirement.
  • Assist with the planning and managing the recruitment and selection of staff.
  • Any other duties assigned as necessary.

Qualification & Skills
  • First Degree in Business Administration or any other business related field.
  • Minimum of 2 years experience in a similar capacity.
  • Be highly organized; detail oriented, self- motivated and a good organizational planner.
  • Strong interpersonal, oral and written communication skills.
  • Ability to meet deadlines.
  • Excellent organizational skills.
  • Ability to work independently, exercising a high degree of judgment and confidentiality.
  • Superior customer service orientation and demonstrated performance in a team environment.
  • IT proficiency to include Microsoft Application.
  • Experienced in a professional high pressure team oriented working environment. 
  • Experience in the hardware, supermarket or general retail industry will be considered an asset.
We thank all candidates for responding, however, only short‐listed applicants will be contacted.

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