Applications are invited from suitably qualified persons to fill the contractual position of Executive Secretary 2 (OPS/SS 5) on the Personal Establishment of His Excellency The Governor-Genera salary range $1,207,224 to $1,435,010 per annum and any allowance(s) attached to the position.

Job Purpose

Under the supervision of the Senior Executive Assistant to the Governor-General, the Executive Secretary is responsible for providing secretarial and administrative support to the Senior Executive Assistant for State Visits, Meetings, Courtesy Calls, Tours and Social Events as well as a wide range of administrative and office support that fall under the purview of the Personal Establishment. 

Key Responsibilities

  • Receive, sort and record all incoming correspondence to the Executive Office.  Process in keeping with established procedures.  Bring to the attention of the Senior Executive Assistant any urgent correspondence.
  • Maintain an appropriate system to control and safe guard, confidential documents, files and reports.
  • Compose letters, memoranda and reports; prepare written responses as required.  Prepare official and other documents as required.
  • Record and coordinate the dispatch of outgoing mail.
  • Record and distribute documents per routing instructions to Managers and other staff.
  • Make appointments for official and private engagements as directed.
  • Provide support for the preparation of the Weekly, Monthly and Annual Events Diaries.
  • Send e-mails, fax, scan, copy and file; retrieve documents and correspondence as required.
  • Answer, screen and transfer inbound phone calls, make outbound calls as required.  Provide discreet and routine information to telephone and/or other enquiries.
  • Receive, refer and direct visitors to the Executive Office as required.
  • Keep and operate the Stamp Imprest.
  • Provide support to Her Excellency in the absence of Her Excellency’s Personal Assistant
  • Prepare Briefing Notes as required.
  • Oversee inventory of office and First Aid Supplies for the Executive Office.
  • Conduct basic research as required.
  • Provide support for the preparation of invitations for events.
  • Provide support for meetings, courtesy calls and social events; as well as a wide range of office support activities.
  • Attend social/community events as required and provide support prior to and during event.
  • Provide support for receiving guests at Events as required.
  • Perform any other related duties that may be assigned from time to time.

Required Knowledge, Skills and Competencies

  • Knowledge of administrative procedures and systems.
  • Knowledge of principles and practises of Office Management.
  • Knowledge of operating standard office equipment. 
  • Ability to organize, set priorities, multi-task and meet deadlines.
  • Ability to communicate effectively both orally and written with people at all levels.
  • Ability to apply good judgment, initiative and cope well under pressure.
  • Ability to work a flexible schedule which at times will include long hours and work on weekends and Public Holidays.
  • Ability to uphold the Office’s high standards of service delivery which is considered vital and deserving to visitors, stakeholders and staff.
  • Ability to embrace, demonstrate and contribute to the Vision of The Office of The Governor-General and Staff: “A culture of excellence through people, performance and partnerships”.
  • Excellent problem solving and result driven skills with an eye for details.
  • Is confident and professional in the execution of duties.

Minimum Required Qualification and Experience

  • An undergraduate Degree in Business Administration or Management or equivalent from a recognized tertiary institution. AND
  • Certified Professional Secretary Course or Office/Administrative Management (Level 4) from a recognized institution.
  • Five (5) years of related and progressive working experience.
  • Proficiency in typewriting at a speed of at least 55 words per minute.
  • Proficiency in Microsoft Office Suite – Word, Excel, Outlook are mandatory.

The incumbent will be employed on contract for a period of two (2) years with the eligibility for a gratuity at the rate of twenty-five percent (25%) of the salary earned during the period of engagement. 

Interested persons are invited to submit their applications, accompanied by a detailed résumé no later than Friday, the 18th November, 2016 to:

Director, Human Resource Management & Administration

King’s House

Hope Road

Kingston 6.

Fax: 927-4561

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

We thank all applicants for their interest, but advise that only short-listed candidates will be contacted.