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Executive Assistant (St. Kitts & Nevis) - Digicel Group

Executive Assistant – (Admin/HR)

Job Function: Human Resources

Location: St. Kitts and Nevis

Digicel Group is a total communications and entertainment provider with operations in 32 markets in the Caribbean, Central America and Asia Pacific. After 16 years of operation, total investment to date stands at over US$5 billion worldwide. The company is renowned for delivering best value, best service and best network.

Digicel also runs a host of community-based initiatives across its markets and has set up Digicel Foundations in Haiti, Jamaica, Papua New Guinea and Trinidad and Tobago which focus on educational, cultural and social development programmes.

The Digicel 2030 global transformation programme sees it promising customers a completely new communications and entertainment experience made possible by a more agile, customer-centric application of resources and investment.

Digicel is one of the first communications and entertainment providers in the world to initiate a wide scale transformation agenda. The core elements of the Digicel 2030 transformation see it undertaking a complete re-design of the organisational structure; putting customers in control and making a commitment to deliver a superior superfast network experience.

Visit www.digicelgroup.com for more information.

Job Title: Executive Assistant – (Admin/HR)

Location: St. Kitts ​

Expected Starting Period: First Quarter 2018

Summary/Objective:

The Executive Assistant’s primary objective is to provide administrative and executive level support to the Market CEO; as well as coordinating in-Market HR related activities under the direction of the HR Director/Human Resources Business Partner with responsibility for the market.

Main Responsibilities:

CEO’s Office/Administration

• Completes a broad variety of administrative tasks for the CEO including: managing and maintaining schedules, including arranging travel itineraries, agendas, conferences and appointments. Preparing correspondence that is sometimes confidential in nature; compiling documents for meetings.
• Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office internal and external parties.
• Reading and analyzing submissions, 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.
• Coordinate contributors of Board Report, Board Presentations & Weekly Manager presentation and actions prior to meeting or submission dates (in accordance to timelines)
• Handles matters expeditiously, proactively and follows-through on projects to successful completion.
• Provides administrative support in executive level meetings (minutes & Actions as required).
• Meets with special interest groups or individuals on behalf of the CEO or executives.
• Prepares executive responses to routine memos, staff communications, letters, or correspondence.

Human Resources

• Works closely and effectively with the HR Business Partner keeping 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 Regional HR Director/HR Business Partner. 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.
• Process work permits as required.
• Monitoring attendance/absenteeism and handling leave administration for all staff.
• 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).
• Coordination, event planning and budgeting of employee engagement initiatives.
• Working along with Group L and D to coordinate Learning and Development initiatives.
• Ensuring that DPRs are completed and submitted within designated timelines.
• Meets with special interest groups or individuals on behalf of the HR Business Partner.
• Attending meetings and document minutes, as required.

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
• Emotional maturity
• Very strong written and verbal communication skills
• 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.
• Display high level of confidentiality
• Ability to be flexible and respond to a variety of urgent and critical issues in a dynamic, fast-paced environment.
• Advance working knowledge of MC Word, Excel, PowerPoint, and Visio

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