Executive Assistant

Job Purpose

Under the general guidance of the Fiscal Commissioner, the Executive Assistant has the responsibility for providing the Fiscal Commissioner with executive administrative support. This includes the monitoring and co-ordination of matters directed to the Fiscal Commissioner’s Office. Additionally, the incumbent will manage and supervise the Office to provide a highly competent and efficient service to the Commission. 

Key Responsibilities

Technical/Professional: 

• Manages the flow of information for the operations of the Fiscal Commissioner’s Office;
• Advises callers with whom to communicate regarding specific issues; 
• Advises callers of the Commissioner’s availability and takes messages in his absence or unavailability; 
• Researches and responds to routine queries arriving at the Commissioner’s Office, and directing other queries to the relevant official; 
• Interviews visitors and callers to determine the nature of their enquiry and refers persons to the proper authority; 
• Responds to complaints and requests; 
• Shares routine information regarding technical, administrative and/or departmental matters; 
• Disseminates information to internal and external parties; 
• Prepares letters and memoranda from general instructions; 
• Responds to routine correspondence; 
• Establishes and maintains a system for the control and safe keeping of classified secret and confidential documents and reports; 
• Prepares all necessary correspondence for dispatch; 
• Logs all mail/files received and dispatched; 
• Oversees the printing, photocopying, binding, dispatch etc., of documents produced;
• Designs and maintains an effective general filing system; 
• Reviews, proofreads and edits documents prepared; 
• Maintains the diary of the Fiscal Commissioner; 
• Schedules appointments and briefs the Commissioner on the matter before confirming meeting; 
• Arranges meetings and ensures that recordings of the proceedings are done;
• Records action items/notes at meetings and prepares same for circulation;
• Collates and co-ordinates the bi-weekly work schedules; 
• Makes local and international travel arrangements, prepares itineraries and maintains all travel records; 
• Manages and maintained office equipment and supplies; 
• Manages the Office’s physical resources, such as printers, computers, phones etc., and arrange for the prompt repair or replacement of faulty equipment; 
• Manages the re-order levels and secure stationery and other supplies for the Office;
• Performs any other related duties assigned. 

Required Knowledge, Skills and Competencies

Core: 

• Good planning and organizing skills 
• Excellent oral and written communication skills 
• Ability to exercise initiative and sound judgment 
• Maintain good internal and external customer relations 
• Demonstrate proper official conduct and decorum 
• Possess and display good interpersonal skills 
• Deliver output of a consistently high quality 
• Demonstrates high integrity and ethical values 
• Logical problem-solving skills

Technical: 

• Proficient in computer applications 
• Ability to use the office machines, e.g. memory writer, binder, photocopier, computer and fax machine 
• Proficiency with word processing, spreadsheet and other basic software applications and internet communications 
• Knowledge of Corporate Services operations in Government 
• Knowledge of Government Protocol 
• Confidentiality and integrity. 

Minimum Required Qualification and Experience

• BSc. in Public Administration/Business Administration; 
• Three (3) years’ related experience; 
• Experience in administrative functions; 
• Experience in dealing with matters of a confidential and sensitive nature;
• Experience in dealing with senior officers in the public and private sectors 

Special Conditions Associated with the Job

• Pressured working conditions with numerous critical deadlines. 

Please note that only shortlisted applicants will be contacted.