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Executive Assistant – Human Resources (Jamaica) - DIGICEL

Job Title: Executive Assistant – Human Resources
Location: Jamaica
Expected Starting Period: Third Quarter 2017

Summary/Objective:

The Executive Assistant’s primary objective is to provide administrative and executive level support to the Market CEO and coordinating in Market HR related activities for the Regional HR Director.

Main Responsibilities:

• Act as main liaison for CEO and Regional HR Director between internal and external parties.
• Completes a broad variety of administrative tasks for the CEO and Regional HR Director 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 and Regional Director’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 and Regional HR Director keeping him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Prepare reports including assistance with Board Reports, collect and analyze information; prepare presentations.
• Handles matters expeditiously, proactively and follows-through on projects to successful completion.
• Providing administrative support in executive level meetings
• Meet with special interest groups or individuals on behalf of the CEO or Regional HR Director.
• Overall responsibility for managing the Health & Group Life Insurance Schemes (LOJ, MEDECUS, AMADEX) for employees.
• 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
• Ensuring that health cards are distributed to all employees on a timely basis.
• Logging forms on receipt and copying for personnel file(s)
• Ensuring that forms are sent off to relevant providers on a timely basis and following up to ensure receipt.
• Timely disbursement of claim cheques to employees.

Pension Administration

• Planning and organizing quarterly trustee’s pension meetings
• Attending meetings and documenting minutes, in the absence of the secretary
• Distributing documentation to trustees on a timely basis.
• Advising pension provider of changes in staff complement (new hires, terminations), salary changes, changes to beneficiary.

Payroll

• Processing all payroll amendments to staff emoluments – rent cheques, new hires, resignations, terminations, promotions, acting, appointments (upgrades) banking information or change in any monetary benefits.
• Updating of spreadsheet for annual salary review
• Preparing salary letters for distribution
• Ensuring salary spreadsheet is updated monthly.
• Assisting the Payroll officer as required

 Other Benefits

• Car Upkeep and Company Cars – maintaining updated spreadsheet of all employees eligible for car upkeep and company car.

Reporting

• Maintaining promotions and appointments spreadsheet
• Ensuring all relevant documentation is sent to the Records Management Unit on a timely basis to ensure that employees’ personnel files are updated.

Qualifications:

• A 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:

• Confident and assertive
• Highly confidential and tactful
• Highly Resourceful
• Ability to work in a fast paced and demanding environment
• Attentive to detail
• Courteous and professional demeanor
• Strong organizational skills
• Very strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members, external parties
• Proactive approach to problem solving with strong decision making capability
• Very strong written and verbal communication skills
• Display high level of confidentiality

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