Job Description

Are you a highly organized and proactive professional with a strong ability to support senior leadership and ensure seamless day-to-day operations? We are seeking an Executive Assistant – VP Sales to provide comprehensive administrative and operational support, enabling effective leadership and execution within the Sales function. This role will focus on managing executive priorities, coordinating complex schedules, facilitating communication, and ensuring efficiency, accuracy, and professionalism in all interactions, while supporting the delivery of business objectives and positive stakeholder experiences across the organization.

The Executive Secretary provides administrative support to the Executive within their core his/her core functional area and across keys strategic projects. This role is responsible for conducting analytical and business research, preparing information and recommendations, and ensuring the Executive is equipped to make well-informed decisions. In addition, the position delivers comprehensive secretarial and administrative services, enabling the efficient management of the Executive’s office and the effective execution of priorities.

JOB RESPONSIBILITIES:
1. Executive Support
· Responsible for receiving, screening and filtering calls appropriately
· Responsible for ensuring payment of all management / executive entertainment bills and monthly reconciliation of the relevant account; verification of spreadsheets for the membership and association dues, entertainment and out of pocket accounts.
· Responsible for ensuring payment of all bills and monthly reconciliation of relevant accounts; verification of spreadsheets for the membership and association dues, entertainment and out of pocket accounts.
· Responsible for efficient electronic and physical file maintenance.
· Responsible for Reviewing Recruit Files for errors before submitting to Senior Manager Training & Product Development/Head of Sales for Approval.
· Responsible for liaising with Customer Service and the Office of the President regarding alleged Agent Fraud cases.

2. Meeting Management
· Responsible for taking minutes at meetings, typing correspondence, speeches and reports and confidential documents and maintaining a filing system.
· Responsible for arranging ad hoc meetings of the Executive with other Executives, Directors and Business Associates including accommodation, meals, travel and transport where necessary.

3. Report Management
· Prepare varying Business Reports as requested by Executive. As well as accurately collating reports for the respective units

4. Budgets
· Prepare various expenditure budgets.

5. Projects and Business Support
· Responsible for assisting with any special projects relating to the Executive’s involvement as a member or officer of other organizations or charitable institutions.

6. To perform any other job- related duties as assigned by the Vice President - Sales

EDUCATION & EXPERIENCE:
• First Degree from a recognized tertiary educational institution
• 5 CXC/CSEC passes including Mathematics and English Language.
• 2 A’ Level/ CAPE passes.
• LOMA 280, 290, ACS 100 and all related parts
• At least two (2) years’ experience as an Executive Secretary or in a similar capacity.

ADDITIONAL REQUIREMENT:
As a regulated entity with obligations under the Know Your Employee guidelines, a Certificate of Character is required.

PERSON SPECIFICATION:
The Executive Secretary must be an intelligent person. She must have the capacity to learn how to use software packages in a relatively short time. She must be able to use her initiative. She must be organized and methodical and must have the ability to work under pressure if required. She must respect confidentiality.

Applications will be treated with the utmost confidentiality.