About Company
Are you a highly organized and proactive administrative professional seeking an environment where your contributions are truly valued? Career.zycto is a rapidly expanding recruitment and HR solutions firm dedicated to connecting top talent with leading organizations across various industries. We believe that exceptional support is the backbone of operational success. Joining our team means becoming an integral part of a culture that champions professional growth, innovative problem-solving, and a collaborative spirit. If you thrive in a fast-paced setting and are eager to empower executive leadership, Career.zycto offers the perfect platform to advance your career and make a tangible impact.
Job Description
Career.zycto is seeking a dedicated and highly efficient Secretary – Executive Support professional to join our dynamic team in Harbour View, Kingston. This crucial administrative role provides comprehensive, high-level support to our senior executives, ensuring seamless daily operations and contributing significantly to the overall productivity and success of the leadership team. You will be the first point of contact for many internal and external stakeholders, requiring exceptional interpersonal skills and a professional demeanor. The ideal candidate will possess a proactive approach, impeccable organizational abilities, and a proven track record of managing multiple tasks with precision and discretion. This is an excellent opportunity for someone who thrives in a challenging yet rewarding environment and is committed to fostering an organized and efficient executive office. You will play a pivotal role in scheduling, communication, document management, and project coordination, acting as a trusted right-hand to our leadership. We are looking for an individual who is not just reactive but anticipates needs and takes initiative to streamline processes and support our executives effectively.
Key Responsibilities
- Provide comprehensive administrative support to senior executives, managing complex calendars, scheduling appointments, and coordinating meetings.
- Prepare, edit, and proofread confidential correspondence, reports, presentations, and other documents with impeccable accuracy and attention to detail.
- Coordinate extensive domestic and international travel arrangements, including flights, accommodation, transportation, and detailed itineraries.
- Organize and manage executive meetings, including preparing agendas, circulating pre-reading materials, taking accurate minutes, and ensuring timely follow-up on action items.
- Handle incoming and outgoing communications, screening calls, emails, and visitors, directing inquiries appropriately and professionally.
- Establish and maintain an efficient and confidential filing system, both physical and digital, ensuring easy retrieval of critical information.
- Assist with special projects, research tasks, and data compilation as requested by executives, often involving tight deadlines and confidential information.
- Manage office supplies inventory for the executive suite and process expense reports accurately and promptly.
Required Skills
- Proven proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) at an advanced level.
- Exceptional organizational and time management abilities with a strong capacity to prioritize and meet deadlines.
- Superior verbal and written communication skills, with a keen eye for grammar and syntax.
- Demonstrated high level of discretion, professionalism, and strict confidentiality.
- Proven ability to multitask effectively and adapt to changing priorities in a fast-paced environment.
- Strong problem-solving skills and a proactive approach to anticipating needs.
- Ability to work independently with minimal supervision while also contributing effectively as part of a team.
Preferred Qualifications
- Associate's or Bachelor's degree in Business Administration, Office Management, or a related field.
- Experience with CRM software or project management tools (e.g., Asana, Trello).
- Knowledge of general office management principles and best practices.
- Fluency in additional languages is a plus.
Perks & Benefits
- Highly competitive salary commensurate with experience and performance bonuses.
- Comprehensive health, dental, and vision insurance package.
- Generous paid time off, including vacation, sick leave, and public holidays.
- Opportunities for continuous professional development and training to enhance your skills.
- A modern, collaborative, and supportive office environment in a prime location.
- Employee wellness programs and team-building activities.
How to Apply
Interested candidates are invited to submit their detailed resume and a compelling cover letter outlining their qualifications and experience relevant to this executive support role. Please click on the application link below to apply directly. Only shortlisted candidates will be contacted for an interview.