EXECUTIVE ASSISTANT

We’re excited to announce the search for a results oriented and motivated Executive Assistant to join our team at the Office of the Internal Audit Divisional Director – Duke Street, Georgetown.

Interested candidates with the requisite qualifications and experience are invited to apply for the position.

JOB SUMMARY

Under the general direction of the Divisional Director, the Incumbent will be responsible for providing an efficient and responsible Secretarial and Administrative service support.

ESSENTIALS OF THE JOB

Priorities

· Assist the Director with administrative coordination and monitoring of all divisional projects, initiatives, audits, and assignments.

· Maintain an effective follow-up system for all divisional functional and administrative tasks, ensuring progress is monitored and outstanding matters are brought to the Director’s attention.

· Maintain divisional action trackers and bring overdue items, risks, and unresolved matters to the Director’s attention.

· Monitor divisional functional and administrative assignments and proactively follow up with responsible officers to ensure timely completion.

· Coordinate the collection, consolidation, and submission of divisional reports, updates, and information requests.

· Escalate overdue assignments, unresolved matters, and emerging issues to the Director in a timely manner.

· Ensure divisional schedules, work plans, and administrative activities remain current and aligned with established timelines.

· Support the Director in monitoring implementation of decisions, directives, recommendations, and agreed actions arising from meetings.

· Take initiative in Director’s absence

· Keep projects on schedule

· Maintain procedures manual to ensure consistent performance of routines

· Screen to control and direct visitors

· Provide back-up data as needed

· Arrange amenities as needed

· Schedule visits away from Director’s area to protect priority/private tasks

Communication

· Compose correspondence/reports for own or Director’s signature

· Arrange essential mail in priority action order for Director

· Check deadlines on incoming requests and put preliminary work in play

· Process replies on own initiative or from Director’s dictation or notes

· Research, draft or abstract reports

Phone

· Handle all inquiries within Assistant capacity

· Arrange “call-back” to protect Director’s time

· Provide back-up materials for call-backs

· Route calls elsewhere as needed

· Conduct phone surveys/inquires as needed

Appointments/Meetings

· Maintain and update the Director’s calendar, schedules, appointments, deadlines, and commitments to ensure effective time management and coordination of divisional activities.

· Assist in maintaining calendar and scheduling of appointments and meetings

· Assist in fixing commitments to maximize Director’s time efficiency; Allow decision/desk time

· When Director chair meetings: –

– Prepare agenda in advance

– Arrange meeting facilities

– Act as recording secretary; prepare action minutes

Data Management

· Establish and maintain an efficient physical and electronic filing system for all divisional records and correspondence.

· Maintain databases, trackers, registers, and records relating to divisional projects, audits, assets, correspondence, and administrative activities.

· Maintain a centralized tracking system for divisional action items, recommendations, requests, projects, and outstanding matters.

· Improve and maintain storage / retrieval systems

· Update and manage index

Routine

· Ensure the Director’s office and divisional administrative work areas are maintained in an orderly, professional, secure, and presentable condition.

· Prepare, monitor, and submit divisional administrative reports, returns, and information requests within established timelines.

· Maintain an accurate inventory and asset register for all assets assigned to the Division and coordinate periodic verification exercises.

· Maintain an effective follow-up system for all divisional functional and administrative tasks and regularly advise the Director on outstanding matters requiring attention.

· Update secretarial/clerical desk manual

· Prepare and/or process documents; review for accuracy and completeness;

· Receive calls and/or greet visitors, take and relay messages, respond to requests for information; provide information or direct caller/visitor to appropriate individual

· Set up “tickler” system

· Set up “exception reporting” system to handle routines without supervision

· Routinely re-order Director’s office stationary and other supplies

· Update mail/phone directories

· Train subordinate staff

Perform any other related duties that maybe assigned to you within the scope of your employment by an Authorized Officer.

KNOWLEDGE, SKILLS & ABILITIES:

· Interpersonal/human relations skills.

· High level of Organizational/Managing Skills

· Ability to manage multiple tasks simultaneously.

· Ability to maintain confidentiality

· Knowledge of Microsoft Office Suite

· Knowledge of office practices and procedures

· Knowledge of GPL Web-Based Software Programs