Office Gems is facilitating the recruitment of EXECUTIVE ADMINISTRATIVE ASSISTANT (Corporate) for a regional-based law firm. The incumbent will be responsible for providing administrative support to the Attorneys of the Firm, in respect of Trinidad and Tobago and Eastern Caribbean matters. The ideal candidate must be a polished, mature individual.

THIS IS A VIRTUAL POSITION HOWEVER IT IS PREFERRED BUT NOT REQUIRED THAT THE INCUMBENT BE BASED IN TRINIDAD AND TOBAGO.

DUTIES AND RESPONSIBILITIES

1. Managing the day-to-day administration, schedules, meeting diaries
2. Management of two (2) email portfolios.
3. Management of two (2) litigation portfolios.
4. Calendar Management of two (2) portfolios.
5. Scheduling court hearings, Committee meetings, Board meetings and/or client meetings.
6. Issuing reminders to Firm members or third parties of upcoming deadlines or events.
7. Preparation and issuance of correspondences, corporate minutes, reports and newsletters to meet compliance requirements.
8. Drafting, preparation and issuance of correspondence, in consultation with and guidance from the Attorney.
9. Transcribing, proofreading, editing and/or vetting legal documents, correspondence, reports and publications, to be issued by the attorney.
10. Monitoring compliance in accordance with a pre-set Compliance Schedule.
11. Preparing skeleton draft of monthly or quarterly reports for each portfolio, in keeping with pre-set templates, for review by the Attorney.
12. E-filing documents on online court portal, if and when necessary.
13. Taking notes/minutes at meetings.
14. Prioritizing and expediting matters.
15. Logging all documents received and dispatched on behalf of the portfolios.
16. Transmitting documents on behalf of the Attorney.
17. Maintains the records of both portfolios.

KEY QUALIFICATIONS, EXPERIENCE AND SKILLS

1. Minimum of five (5) years’ experience as a Personal/Executive Assistant or similar position.
2. At least a diploma in Administrative Skills from an accredited institution.
3. High level of proficiency in Microsoft Office and Google Suite.
4. Tech-savvy with the ability to use a variety of online tools such as online messenger applications and project management applications.
5. Ability to respond to issues with a systematic, problem-solving approach to anticipate and address challenges.
6. Ability to multitask and prioritize tasks, with timely follow-up and meeting deadlines with shifting priorities.
7. Results oriented and the ability to take on new opportunities with a sense of urgency, energy and enthusiasm.
8. Effective at communicating in a variety of situations and with audiences at all levels.
9. Excellent time management skills.
10. Well-developed organizational skills.
11. Excellent customer service skills.
12. Attention to detail.
13. Great verbal and written communication skills.
14. Initiative and good judgement.
15. Professional discretion/trustworthy.
16. Ability to work well under pressure.
17. Ability to work with minimal supervision.
18. Highly organized with a calm demeanour.
19. Able to adapt quickly, handle multiple tasks and prioritise effectively.
20. Self-motivated and confident.
    
21. Must be confidential and maintain high moral and ethical standards.
22. Ability to work remotely at times (own a computer, has access to a reliable internet supply and peripherals)

PERSONAL ATTRIBUTES: 

1. Honesty and trustworthiness 
2. Respectful
3. Awareness and sensitivity towards individuals with special needs  Flexibility
4. Able to self-direct and self-motivate
5. Demonstrate sound work ethics

If you meet these requirements, please email your resume to jobs@officegemstnt.com on or before February 16th with the subject “Executive Administrative Assistant”.

Kindly advise of your preferred salary range and please provide the names, telephone numbers and email addresses for one (1) personal and two (2) professional references.