Executive AssistantThe Islands Group

JOB SUMMARY:
The Executive Assistant is responsible for providing executive and administrative support to the President/CEO. Duties include, but are not limited to, maintenance of calendars, attendance, and travel itineraries of the CEO; liaises in the needs of and/or request of other departments with the CEO. 
 
JOB RESPONSIBILITIES:
Provides high level administrative support to the President & Chief Executive Officer (CEO) and the Board of Directors by providing efficient executive assistant services to achieve flawless execution of CEO/BOD projects;
Assists the Company President & CEO in his every day task by providing administrative, organizational and scheduling structure, and support, to allow him to focus on more strategic priorities;
Prepares a variety of complex reports (statistical, financial, administrative, and budgetary), including attending meetings to gather information, conducting research through the internet and other sources to produce necessary data and reports required;
Participates in preparation of contract negotiations by assisting with research and analysis, and coordination with the Company's Retainer Lawyer; providing clerical and technical support during contract negotiation sessions, and following up on items to achieve new business dealing targets by the organization;
Create and maintain an effective filing management system for all documents, records, and reports of the Company President & CEO;
Act as the point of contact between the executives, and internal/external clients;
Manage and maintain schedules, appointments, and travel arrangements;
Maintain agenda and assist in planning appointments, board meetings, conferences etc;
Assists in the planning and arranging of meetings and conferences, as required.
Ensures all equipment is properly set up and all needed facilities are complete;
Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, parcels, packages, etc.);
Handle confidential documents ensuring they remain secure;
Prepare invoices or financial statements and provide assistance in bookkeeping;
Maintain electronically and paper records ensuring information is organized and easily accessible;
Tracks and records incoming and outgoing correspondences, project files, and other significant documents of managed properties;
Maintains and monitors all management agreements and updates before it reaches its expiration date;
Performs other duties (including improvement projects) that may be assigned from time to time;
Directly coordinate with the company heads and managers regarding business related matters, as delegated by the Company President & CEO;
Handle personal requirements of the Company President & CEO.
QUALIFICATIONS:
Must possess a Bachelor's Degree in any Business, Accounting or any related course
Must be at least 30-40 years old
Minimum of two (2) years of experience as Executive Assistant;
Experience in Project Management, Accounting and Finance or in Business Development functions in a retail company is an advantage for this position;
Outstanding negotiation and communication skills both written and verbal - will be corresponding with management across the organization;
Ability to work in a fast-paced environment, and can handle pressure well; with keen attention to detail;
Can speak clearly in positive and negative situations;
Can write clearly and informatively (i.e, e-mail, letters, and reports);
Can prioritize and plan work activities;
Ability to make decisions and take appropriate actions;
Has a positive attitude, and able to deal with different people or situations;
Ability to develop strong working relationships with all levels of individuals in the organization;
Ability to maintain and secure confidential information.