Administrative Assistant

Location: Trincity, Trinidad and Tobago
Employment Type: Permanent
Work Schedule: Monday to Friday
Salary: TT$7,000-8000 per month
Reports to: Operations Manager

Job Summary

The Administrative Assistant will provide comprehensive administrative and operational support to facilitate the smooth running of daily business activities. Reporting to the Operations Manager, the successful candidate will be responsible for coordinating schedules, organizing meetings, preparing documentation, monitoring assigned tasks, and maintaining effective communication with internal and external stakeholders. The role requires a highly organized, proactive, and detail-oriented individual who can manage competing priorities, exercise sound judgment, and handle confidential information with discretion.

Key Responsibilities

• Coordinate schedules, appointments, meetings, and conferences, ensuring effective time management and proper preparation for scheduled engagements.

• Arrange meetings, prepare agendas and supporting documents, and record and prepare accurate minutes for operational and departmental meetings.

• Prepare reports, presentations, briefing notes, correspondence, and other documentation as required.

• Manage incoming calls, enquiries, and correspondence while maintaining professional communication with staff, clients, and other stakeholders.

• Serve as a liaison between the Operations Manager and relevant departments, ensuring information is communicated accurately and promptly.

• Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, and itineraries, as required.

• Maintain organized filing systems and ensure the proper handling, storage, and confidentiality of company records and documents.

• Assist with office administration, expense monitoring, operational reporting, event coordination, and general logistical arrangements.

• Conduct research, gather information, and assist with projects and initiatives to support operational planning and decision-making.

• Monitor outstanding tasks, track deadlines, and follow up with relevant individuals to ensure assignments and deliverables are completed within the required timeframes.

• Provide regular updates to the Operations Manager on work progress, pending matters, urgent issues, and developments requiring attention or action.

• Identify potential delays or operational concerns and escalate them to the Operations Manager where necessary.

• Ensure that instructions and delegated responsibilities are carried out accurately and in accordance with established deadlines and priorities.

• Perform any other related duties as may be assigned from time to time.

Qualifications and Experience

• Minimum of four (4) years of relevant experience in an administrative support role, such as Administrative Assistant, Personal Assistant, Executive Assistant, or a similar position.

• Experience supporting management, coordinating meetings, preparing reports and minutes, and handling confidential documentation.

• Excellent written and verbal communication skills, with strong interpersonal abilities and a professional approach to stakeholder engagement.

• Strong organizational and time management skills, with the ability to prioritize multiple assignments and meet deadlines.

• Demonstrated initiative, attention to detail, problem-solving ability, and a proactive approach to managing responsibilities.

• Ability to exercise discretion, maintain confidentiality, and handle sensitive information with integrity and sound judgment.

• Proficiency in Microsoft Office Suite, particularly Word, Excel, and PowerPoint.

• Must have access to a reliable motor vehicle for transportation as required by the role.

• Job Ref:RS