Seeking: Executive Assistant - Sarifa Insurance Brokers Limited

Sarifa Insurance Brokers Limited
pin_drop Kingston, Jamaica
map Kingston St Andrew
247 times
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Job Summary:

The Executive Assistant will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office. S/he handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, manage HR portal using our Orangehrm system and organize and maintain administrative processes which is essential to this position. 
In addition s/he will be responsible for coordinating and preparing BOD (Board of directors) presentations and packets. Is able to work with and bring together cross-functional coordination between programs and departments. The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast pace environment and possess excellent judgment. S/he will be required to be available during regular business hours, evenings and/or weekends, on occasion/as needed to provide support and assistance to the CEO. 

Responsibilities and Duties:
  • Manage external contacts for CEO, proactively understanding who they are and keeping track of periodic communication needed for contacts.
  • Ability to anticipate the CEO's needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
  • When the CEO chairs meetings: Prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations and coordinate meetings.
  • Manage the daily schedule of CEO, ensuring that he knows his schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.
  • Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.
  • On own initiatives process/compose correspondence/reports for CEO and/or executive teams replies.
  • Manage CEO travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, marketing materials, and other necessary preparations.
  • Act as the lead in preparation for monthly Board Meetings, including tracking, monitoring and following the progress of open action items, drafting the agenda, setting the timetable and owners for board material preparation, producing a final draft of the Board Book, and producing accurate Board minutes at each meeting.
  • Manage effective contacts and relationships with Board Members, including arranging board member travel arrangements, expense reimbursements, and board meeting logistics, and acting as a first point of contact for Board Member queries.
  • Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
  • Handle confidential information in a professional and discreet manner.
  • Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, managing personnel information and maintaining executive files as needed.
  • Anticipate the needs of the CEO and act accordingly.
  • Act as the CEO’s representative and ambassador to external events as directed.
  • Process and maintain expenses for CEO.
  • Manage HR portal on behalf of the CEO

  • Bachelor’s degree or equivalent experience.
  • Degree preferably in Human Resources, Business Management or related field.
  • Minimum 2-5 years or equivalent work-related experience supporting C-level Executives and experience working with Boards of Directors, necessary.
  • Demonstrated ability to handle confidential information appropriately.
  • Highly proficient in the following software programs: (Word, /Excel/PowerPoint, databases).
  • Extensive experience in administrative preparation of board presentations.
  • Excellent written and verbal communication skills.
  • Ability to stay focused, efficient, and effective in managing multiple priorities.
  • Professional demeanor and ability to defuse emotional situations in a calm manner.
  • Strong interpersonal skills and good judgment.
  • Proven ability to work independently to achieve accomplishments.
  • Ability to communicate effectively with all levels of employees and outside contacts.
  • Experience working in an International arena a plus.
  • Mature, energetic with a ‘let’s roll up our sleeves’ attitude which is especially important in a small but growing organization.
  • Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment
  • Ability to provide after hour and flexible support a must.
About Company:
SARIFA, Safe and Reliable Insurance For All, as the name suggests is a new and innovative broker which has leveraged technology to bring the very best insurance services to our customers. We are the first insurance broker to allow customers to secure multiple motor vehicle insurance quotations online and purchase the policy in less than 12 minutes. This technology has revolutionized the insurance industry in Jamaica and has provided customers the service they need at their convenience. Sarifa is the 2015 and 2016 winner of the service excellence awards from the PSOJ and JaCSA which represents our commitment in delivering exceptional customer service to our clients. Sarifa is also the recipient of the 2016 Young Entrepreneur Award from the Jamaica Chamber of Commerce for its innovation in utilizing technology to disrupt the insurance industry in Jamaica.

If you want to be a part of this revolution, apply to this job post by August 15, 2017.


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