Executive Assistant

Our client, a premier financial institution in Trinidad and Tobago, is seeking a highly discreet, dynamic, and experienced professional for the permanent position of Executive Assistant. The successful candidate will coordinate day-to-day operations and manage the full spectrum of high-level administrative, secretarial, and clerical functions within a confidential environment.

Job Summary

To coordinate daily operations and perform a complete range of executive support duties. This role involves managing office services, implementing and monitoring administrative systems and policies, and overseeing key administrative projects to ensure seamless executive operations.

Key Responsibilities

• Calendar & Meeting Management: Maintain and manage the executive calendar, anticipate scheduling conflicts, and coordinate, schedule, and attend meetings, training events, and conferences.

• Communication & Liaison: Answer and screen telephone calls, take detailed messages, and serve as a primary liaison interfacing with key external stakeholders, executive management, and staff.

• Board & High-Level Support: Attend high-profile proceedings as required—including acting as Secretary to the Trinidad & Tobago delegation during annual IMF and World Bank meetings—and record proceedings.

• Information & Records Control: Receive, sort, and distribute executive correspondence; handle sensitive and confidential data with strict discretion; and maintain up-to-date physical and electronic filing systems.

• Office & Inventory Operations: Manage office procurement, supplies, and stationery; oversee departmental inventory, invoicing, and equipment repair follow-ups; and compile custom databases, spreadsheets, and reporting structures.

• Supervisory Duties: Supervise assigned administrative staff and contribute input toward annual Performance Plans and Appraisals.

Required Qualifications & Training

• Five (5) CXC/GCE O’Levels (Grades I–III since 1998), including English Language and Mathematics.

• Certificate in Administrative Professional Office Management (or equivalent qualification).

• One of the following academic/technical combinations:

  • Craftsman Diploma in Secretarial Studies (NEC) plus 10 years in the administrative field, with at least 3 years supporting senior management; OR

  • Technician Diploma in a related field; OR

  • Associate Degree in Management or a related discipline.

• Technical Skills: Sound proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Minimum Experience & Competencies

• Work Experience: Minimum of six (6) years of administrative experience, with at least three (3) years serving at a similar executive level within a high-confidentiality environment.

• Core Competencies:

  • Exceptional written and verbal communication and interpersonal skills.

  • Proven time management, prioritization, and organizational skills.

  • Demonstrated discretion and judgment when handling sensitive organizational data.