Executive Assistant

The Executive Assistant provides high-level administrative and organizational support to the Executives. This role ensures the effective coordination of executive schedules, meetings, and communications while overseeing the administrative functions of the Head Office. The position also manages the Administrative Assistant/Receptionist and other office support staff and ensures operational efficiency across office support services.

Employment Type: Permanent
Location: Port-of-Spain
Salary Range: $10,000 t0 $12,000

Strategic Contribution

• Provide direct high level support to the Executives, including calendar management, meeting coordination, correspondence, and document preparation.
• Assist with the preparation of presentations, reports, and key communications for executive and leadership meetings.
• Support the coordination and execution of strategic initiatives and leadership events.

Financial Strength

• Manage office-related budgets and procurement for administrative supplies and services to ensure cost-effectiveness.
• Review and approve invoices related to office supplies, courier services, and vendor agreements.
• Maintain vendor and supplier relationships to ensure quality service delivery.

Innovation

• Leverage technology and digital tools (MS Office Suite, Teams, Zoom, etc.) to enhance efficiency and streamline administrative processes.
• Identify process improvements in scheduling, communication, and office administration.
• Support the implementation of systems that enhance collaboration and productivity across the executive office.

Customer Excellence

• Coordinate high-level meetings, including agenda preparation, room setup, catering, and minutes documentation.
• Serve as a point of contact for internal and external stakeholders engaging with the Executives
• Ensure timely and professional responses to correspondence and inquiries.
• Provide administrative support during recruitment, onboarding, and employee engagement initiatives led by the Human Resource executive.

Our Team

• Supervise the Administrative Assistant/Receptionist and provide guidance, performance feedback, and task delegation.
• Oversee the coordination of office supplies, maintenance requests, and other support functions.
• Foster collaboration and open communication within the executive and administrative teams.
• Maintain confidentiality, professionalism, and discretion in all matters.

Purpose Driven

• Uphold Agostini’s values of integrity, professionalism, and accountability in all interactions.
• Demonstrate initiative, ownership, and reliability in managing priorities and sensitive information.
• Contribute to a positive, efficient, and service-oriented work environment.

Relationships

Internal Contacts: Group CEO, Group CHRO, Executive Team, HR, Head Office Staff, Facilities & IT Teams
External Contacts: Service Providers, Vendors, Couriers, and Partners

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, or a related field.
• Minimum of 5 years’ experience in a senior administrative or executive assistant role supporting C-suite executives.
• Proven experience in office coordination and administrative leadership.
• Strong organizational and project coordination skills.

Knowledge, Skills & Competencies

• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build relationships across all levels of the organization.
• High level of discretion and confidentiality.
• Proficiency in Microsoft Office Suite and virtual collaboration platforms.
• Professional, dependable, and solution-oriented.

APPLICANT NOTE: We appreciate the interest of all applicants however, only candidates being screened will be contacted. Thank you for considering this opportunity with us.