Administrative Assistant

**Req Id**:16581**Job Family**:Reporting & Support**Location**:Georgetown, GY- The Administrative Assistant supports SBM’s Managers to meet the strategic objectives in line with SBM’s Values. The incumbent will perform a range of advanced and diversified administrative duties within the assigned remit.**KEY RESPONSIBILITIES**:

- **Administrative Support**:

- Coordinate schedules, appointments, and travel arrangements as required, maintaining strict confidentiality.
- Prepare and distribute correspondence, memos, reports, and presentations with accuracy and attention to detail.
- Assist in organizing meetings and events, ensuring timely preparation and logístical support.
- **Expense Management**:

- Process expense reports and reimbursements as required, adhering to company policies and procedures.
- Budget Management: Monitor and track expenses, providing regular updates and reports as required.
- **Board of Directors Support**:

- Coordinate logistics for Board meetings, including scheduling, agenda preparation, and minute-taking.
- Liaise with internal and external stakeholders, ensuring professional communication and follow-up on action items.
- **Vendor Management and Procurement**:

- Manage vendor relationships, including communication, and performance evaluation.
- Complete Purchase Requisitions, Good Receipts, and other procurement processes accurately and in a timely manner.
- Ensure compliance with company procurement policies and procedures.
- **Relationship Management**:

- Management of all business organizations membership and related activities.
- Cultivate and maintain relationships with Business Organizations, representing the company professionally and fostering collaboration opportunities.
- Liaise with internal and external stakeholders to ensure effective communication and coordination.
- **Compliance Support**:

- Assist with compliance submissions related to sponsorship and GHE, ensuring accuracy and completeness of documentation.
- Maintain records and documentation related to compliance activities.
- **General Administrative Tasks**:

- Maintain confidentiality of all data, information, and records entrusted.
- Proactively plan and complete assigned activities, highlighting concerns and proposing solutions as necessary.
- Prepare, review, and update documentation and reports, ensuring clarity and accuracy.
- Establish and maintain professional communication with internal and external stakeholders.
- Support team meetings coordination, providing reports, arranging meetings, and facilitating follow-up actions.
- **Event Organization**:

- Assist with event preparation and logístical support, ensuring proper execution during events.
- Maintain the diary of assigned personnel, balancing schedules efficiently.

**QUALIFICATIONS / SKILLS / EXPERIENCE**
- Minimum of a Diploma in Business Administration / similar area of study from a recognised institution.
- At least three (3) years’ experience in a similar role, (Knowledge of office management systems and procedures)
- Minimum of a Diploma in law required, working experience in legal/contracts management will be considered an asset.
- Strong organizational skills
- Effective communication skills
- Critical thinking and problem-solving abilities
- Very good command of word processing, spreadsheets, and databases ( Microsoft Suite)
- Proficient in English
- Experience as a schedule/Planner would be considered as an asset.

**WORKING CONDITIONS**
- Monday to Friday, office hours
- Office located in Georgetown
- Busy, fast-paced environment

**COMPENSATION PACKAGE**
- Permanent, full-time position
- Competitive salary
- Medical and Life Insurance benefits