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Executive Assistant & HR Executive

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Date: Nov 24, 2022

Location: Roseau, DM

Company: Digicel

Job purpose: 

The Executive Assistant & HR Executive’s primary objective is to provide administrative and executive level management to the Market CEO Office and the HR Department under the guidance of the Head of HR for the Region

Main accountabilities:

CEO’s Office Executive Assistance

  • Acts as main liaison for CEO between internal and external parties.
  • Completes a broad variety of administrative tasks for the CEO including: managing and maintaining schedules, including travel, conferences and appointments. Preparing correspondence that is sometimes confidential in nature; arranging travel itineraries and agendas; compiling documents for meetings.
  • Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
  • Reading and analyzing submissions, emails, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
  • Works closely and effectively with the CEO keeping him/her well informed of upcoming commitments and responsibilities, following up appropriately.
  • Prepares reports including assistance with Board Reports, collect and analyze information; prepare presentations.
  • Handles matters expeditiously, proactively and follows-through on projects to successful completion.
  • Provides administrative support in executive level meetings
  • Meets with special interest groups or individuals on behalf of the CEO or executives.
  • Prepares executive responses to routine memos, letters, or correspondence.
  • Any other duties that may arise

 

Human Resources

  • Works closely and effectively with the Head of Human Resources for the Region, him/her well informed of employee relations matters within the market; handles matters expeditiously, proactively and follows-through on projects to successful completion.
  • Prepares and disseminates HR correspondences on behalf of the Head of Human Resources for the region.  These correspondence include but are not limited to: job letters, employment contract, disciplinary/grievance management documentation, group health and pension forms and correspondences, in-market engagement communiques.
  • Processes all payroll amendments to staff emoluments – rent cheques, new hires, resignations, terminations, promotions, acting, appointments (upgrades) banking information or change in any monetary benefits and ensures that all HRIS databases are updated accordingly
  • Benefits Administration: Has overall responsibility for managing the Health & Group Life Insurance Schemes for employees within market; ensuring that the process for health renewal is carried out prior to expiration; providing support and obtaining quotations from brokers for various providers prior to the annual policy renewal date; Advising pension provider of changes in staff complement (new hires, terminations), salary changes, changes to beneficiary; Ensuring that forms are sent off to relevant providers on a timely basis and following up to ensure receipt; Ensuring that health cards and claim cheques are distributed to all employees on a timely basis.
  • Collects and analyzes information; Prepares presentation and reports on HR metrics for inclusion in the Board Report.
  • Maintains employee personnel files for the market; logging forms and documentation on receipt and making copies as appropriate for the personnel file(s)
  • Meets with special interest groups or individuals on behalf of the Head of Human Resources for the region.
  • Coordination of all aspects of staff related sessions and meetings as required
  • Attending meetings and document minutes, as required.
  • Management of Staff Engagement and Rewards Program
  • Any other duties that may arise

 

Qualifications, knowledge & experience

  • A tertiary level degree in Management or related field
  • 3+ years administrative support at an executive level
  • Advanced MS Office experience in Word, Excel, PowerPoint, Outlook

 

Functional skills and abilities:

  • Excellent interpersonal skills and the ability to build relationships with stakeholders including staff, board members, external parties
  • Excellent Communication Skills (oral and written)
  • Ability to exercise considerable judgment and discretion in establishing and maintaining the company’s policies and procedures while ensuring we maintain a positive working environment
  • Able to handle highly sensitive and confidential information
  • Excellent time-management skills
  • Strong organizational skills
  • Thorough Knowledge and use of payment systems including Workday
  • Team player and result oriented 
  • Ability to be flexible and respond to a variety of urgent and critical issues in a dynamic, fast-paced environment
  • Strong problem solving skills
  • Highly confidential and tactful

 

People responsibility:

Direct Reports - 2

Indirect Reports - 1

 

 

 

 

 


Job Segment: Executive Assistant, Secretary, Administrative Assistant, Compensation, Employee Relations, Administrative, Human Resources