To provide personal and confidential administrative services to the Chief Executive Officer, including but not limited to overall administrative support to facilitate the efficient operation of the Bank and the GraceKennedy Financial Group Holding Company.
Principal responsibilities
- Provide secretarial and administrative support to the Chief Executive Officer.
- Prepare and edit correspondence, communications, presentations, memos, reports and other documents frequently of a confidential, strategic and/or specialized nature.
- Coordinate meetings for the Chief Executive Officer.
- Transcribe and distribute minutes of meetings as well as prepare and circulate agendas and relevant documents.
- Receive and screen information, visitors and phone calls using judgment regarding sensitivity and priority.
- Schedule the Chief Executive Officer appointments and manage his/her Outlook Calendar in an efficient and effective manner.
- Prepare documentation package for the Chief Executive Officer for Board Meetings.
- Monitor and ensure that updates on all action items from the Boards (GK, GKFG, FGB), Executive and other Committees are submitted by the due date, with emphasis on closing out items where possible.
- Provide overall administrator support to the FGB Transformation Steering Committee with special focus on the coordination of activities and documents within the required timelines.
- Ensure activities of a records management nature are kept up-to-date, example filing system and contact information for the Chief Executive Officer’s direct reports.
- Maintain office supplies inventories and coordinate maintenance of office equipment where necessary.
- Act as liaison with external agencies and clients, Strategic Business Units (SBUs) including interaction with internal staff at all levels.
- Coordinate vacation leave roster for the Chief Executive Officer’s direct reports.
- Coordinate mid-year and end of year appraisals to ensure timely completion by Chief Executive Officer for all his direct reports.
Required Qualification, Experience and Key Competencies: The successful candidate should have:
- A Diploma in Business Administration
- A minimum of Five (5) years’ experience in a similar capacity
- Excellent communication and presentation skills
- Proficient in Microsoft Office
- Knowledge of standard office administrative practices and procedures
- Excellent interpersonal skills
- Ability to maintain a high level of integrity and confidentiality
- Good decision making skills and self-motivated.
- Customer service orientation and teamwork driven
- Ability to work with limited supervision
