Position Objective
The Administrative Assistant is required to report to the Head Office, Sea Lots, Port of Spain, and provide high-level administrative and organizational support to the Director. The role ensures the Director can efficiently execute his daily business agenda, including meetings, presentations, communication, travel, planning, and follow-up actions. The Administrative Assistant also contributes to the overall achievement of the Company’s corporate objectives by maintaining professionalism, confidentiality, and efficiency in all tasks.

Duties & Responsibilities
Executive Support

• Accompany the Director to the CENTRIN Manufacturing Facility, the Point Lisas Industrial Estate, and any BHSIL branches to take minutes of meetings as required.

• Manage the Director’s daily schedule, including appointments, meetings, and events, ensuring proper preparation and timely reminders.

• Prepare meeting agendas, compile documents, and ensure follow-up actions are tracked and completed.

• Compose professional, grammatically sound, and well-structured correspondence for internal and external stakeholders.

• Exercise initiative by anticipating needs, identifying issues, and proposing solutions.

Communication & Coordination

• Develop and maintain an up-to-date database of all business partners and associates of the Director’s office, including emails, mobile contacts, and other relevant details.

• Serve as the main point of contact between the Director and internal/external parties, ensuring timely, courteous, and professional communication.

• Coordinate meetings, luncheons, dinners, travel itineraries, and corporate events, ensuring all company protocols are followed.

Administrative & Organizational Duties

• Gather and prepare daily, weekly, and monthly reports for the Director, ensuring accuracy and timeliness.

• Establish and maintain an efficient filing system (electronic and hardcopy) organized chronologically or alphabetically as applicable.

• Make travel, accommodation, and logistical arrangements in accordance with the organization’s travel guidelines.

• Handle incoming and outgoing communication, including emails, phone calls, packages, documents, and courier items.

• Operate office equipment including computers, photocopiers, scanners, and other machines as required.

• Maintain office décor, organization, and professionalism appropriate to the Director’s office while ensuring productivity.

Professional Conduct

• Maintain strict confidentiality at all times regarding company activities, discussions, and documents.

• Display exemplary personal integrity, professionalism, poise, and maturity in all circumstances.

• Maintain high standards of dress, deportment, and personal appearance.

Cross-Functional Assistance

• Provide support to the Sales Department by performing Billing Clerk duties when necessary, particularly during emergencies or when the Director is out of the country.

• Conduct basic research, prepare summaries, and support project-related tasks to assist the Director in decision-making.

• Liaise with departments to ensure timely submission of documents, reports, and deliverables requested by the Director.

• Adhere to all Health and Safety laws, company policies, and guidelines, serving as a role model to other employees.

Other Duties

• Perform any other related duties as assigned to support the Director, Management Team, or organizational objectives.

Qualifications, Education, Experience & Skills

• Five (5) or more CXC O’Level subjects, inclusive of Mathematics and English. Tertiary-level education is an asset.

• At least three (3) years’ experience in a similar administrative role, preferably with exposure to human resources and accounting functions.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access, Outlook) is essential.

• Ability to work independently with minimal supervision.

• Strong interpersonal skills and the ability to interact with individuals at all levels.

• High level of confidentiality and professionalism.

• Excellent written and oral communication skills.

• Strong organizational, time management, and problem-solving abilities.