Executive Assistant to the Chief Operating Officer

Location: Port of Spain, Trinidad and Tobago
Employment Type: Two-Year Contract
Salary: TT$15,000 – TT$17,000 per month

Key Responsibilities

• Manage the COO’s complex calendar, including scheduling meetings, resolving conflicts and prioritizing competing demands.
• Coordinate internal and external meetings and ensure the COO is adequately prepared with relevant agendas, documents and briefing materials.
• Serve as a professional point of contact for internal and external stakeholders.
• Manage correspondence and follow up on matters requiring the COO’s attention.
• Coordinate vendor onboarding and ensure required documentation and compliance requirements are completed.
• Maintain accurate records of vendor contracts, renewal dates, service agreements and termination periods.
• Prepare, route and track purchase orders and coordinate with Finance on vendor invoices and payments.
• Assist with monitoring vendor spend, software subscriptions and operational expenses.
• Liaise with vendors to obtain quotations, coordinate product demonstrations and address preliminary billing or service issues.
• Coordinate with senior leadership and department heads to track key operational deliverables and action items.
• Support the monitoring of operational projects, initiatives and deadlines.
• Coordinate leadership meetings, town halls and presentations.
• Prepare detailed meeting minutes and maintain action-item trackers to ensure timely follow-up.
• Draft, review and edit executive correspondence, memos, announcements and other business communications.
• Prepare and refine presentations, reports and briefing materials for management and Board-level meetings.
• Coordinate domestic and international travel arrangements, including flights, accommodation, transportation and itineraries.
• Prepare and reconcile corporate expense reports in accordance with established policies and procedures.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Procurement, Communications or a related field is preferred.
• Minimum 5 years of professional experience in an Executive Assistant or similar senior administrative role.
• At least 2 years of experience supporting C-suite or senior executives, preferably a CEO, COO or CFO.
• Demonstrated experience in procurement, vendor coordination, contract administration, purchase orders or related activities.
• Experience within fintech, technology, financial services or a fast-paced corporate environment would be an asset.
• Strong proficiency in Microsoft Office 365 and/or Google Workspace, particularly Excel or Google Sheets.
• Experience with procurement, expense management, contract management or project management platforms would be an asset.

Key Competencies

• Exceptional organization and time management skills.
• Strong written and verbal communication skills.
• High level of discretion and confidentiality.
• Strong interpersonal and stakeholder management skills.
• Ability to anticipate executive needs and manage competing priorities.
• Strong attention to detail and follow-through.
• Sound judgment and problem-solving ability.
• Ability to work independently and take initiative.
• Professional, adaptable and composed in a fast-paced environment.
• Strong coordination and relationship management skills.

Application

Interested candidates who meet the above requirements are invited to submit their application and updated resume for consideration.

Disclaimer: Only candidates who meet the stated qualifications and experience requirements will be shortlisted for consideration. We thank all applicants for their interest; however, only shortlisted candidates will be contacted.

Job Ref:RS