Senior Executive Assistant

Job Summary

Reporting to the Registrar and Chief Executive Officer (Registrar and CEO), the Senior Executive Assistant is responsible for providing administrative management, technical, operational and research support to enhance the productivity or efficiency of the Office of the Registrar (OOR). The position provides administrative support services for the Board Secretariat, and coordinates and services the AFC and Council Meetings. Additionally, the position is also responsible for coordinating the activities of the Registrar and CEO and the Executive Management Committee (EMC) including meetings and pertinent management functions.

Key Duties & Responsibilities

• Provides knowledgeable and administrative support to the Registrar and CEO.
• Develops, recommends, implements, maintains, and reviews policies and procedures to ensure the efficient and effective management of the Office of the Registrar.
• Researches and prepares/assists with the drafting of policies, proposals, concept papers, framework documents, other technical papers, and presentations for the Registrar and CEO.
• Coordinates and or manages collaboration directed by and projects assigned by the Registrar and CEO.
• Organises and services the main Governance Meetings (Council, AFC).
• Analyses technical issues regarding the business of the Council and advises the Registrar and CEO accordingly.
• Serves as a central liaison to the Executive Management Committee.
• Other duties as may be assigned by any duly authorised person from time to time.

Required Activities 

Provides knowledgeable and skilled managerial and administrative support to the Registrar and CEO.

• Prepares letters, memoranda, reports and other documents including confidential documents/correspondence ensuring good form and accuracy.
• Reviews all incoming correspondence to the Registrar and CEO and arranges appropriate routing, follow-up, and responses/signatures.
• Acknowledges/responds invitations and, where appropriate, and prepares responses to letters or memoranda for the Registrar and CEO's review.
• Effectively manages the Registrar and CEO's calendar by scheduling appointments, and meetings, both internally and externally.
• Keeps the Registrar and CEO informed of time sensitive and priority issues, ensuring appropriate follow-up.
• Schedules departmental meetings; prepares and distributes meeting agendas and materials.
• Supervises Support and/or Professional staff assigned to the OOR including the completion of their performance appraisals, leave administration, etc.
• Facilitates and makes logistical arrangements for meetings and activities convened by the Registrar and CEO and assists with the maintenance of related databases.
• Procures and manages office supplies in keeping with established policies and procedures.
• Administers all arrangements for the Registrar and CEO's overseas business travels including the retirement of travel advances.
• Monitors the upkeep of an up-to-date Register/Database of Ministry of Education contacts or any other stakeholders.
• Develops, implements and maintains effective records management procedures for the office.
• Identifies sensitive issues and collaborates with the Registrar and CEO and relevant stakeholders.
• Follows a strict code of ethics and protects any confidential information at all times.

Develops, recommends, implements, maintains, and reviews policies and procedures to ensure the efficient and effective management of the Office of the Registrar

• Drafts new and reviews existing policies, procedures, and guidelines for the efficient operations of the Office.
• Assists with the strategic planning process in respect of the Registrar and CEO's Office and prepares strategic reports for Council and related committees.
• Creates work plans with initiatives and costings where necessary to justify projected expenditure for the activities.
• Drafts the annual budget for the Registrar and CEO in keeping with the established process and monitors performance.
• Monitors the work plans and budget for the Registrar and CEO's Office activities and prepares status/variance reports.

Research and drafts Policy Proposals, Concept Papers, Framework Documents, Technical Papers, and Presentations for the Registrar and CEO

• Effectively conducts multiple source research, and uses books, journal articles, newspaper sources and other relevant sources to gather data.
• Assists with the collation of data for research and to inform decision making as directed.
• Assesses and interprets context and aims of specific research mandates and develops workplans to satisfy the requirements.
• Documents findings by taking written notes and using appropriate software.
• Prepares accurate draft briefs/papers based on research conducted and as directed.
• Assists with technical proposals and designs presentations as directed.
• Prepares Council related reports for the Registrar and CEO with minimal supervision.
• Assists in the preparation, reporting and implementation of the Council's strategic plan.
• Promptly reports any problems to the relevant stakeholders under guidance of the Registrar and CEO.

Coordinates and or manages collaboration directed by and projects assigned by the Registrar and CEO with the staff

• Prepares project documents as needed and/or directed by the Registrar and CEO.
• Collaborates with the Departments/Divisions and other stakeholders to ensure the development and maintenance of project related documents such as project plans budgets, project schedules for the office of the Registrar.
• Provides administrative support in the implementation of the projects including but not limited to scheduling of stakeholder meetings and preparing project reports.
• Meets with project owners and other stakeholders to assess their needs, define project requirements, and ascertain updates on critical activities.
• Maintains project documents and/or records in an organised and efficient manner to allow for ease of retrieval/referencing.
• Creates new process workflows and ensures the smooth and efficient execution of workflow processes at Departmental/Divisional levels.
• Partners with stakeholders to facilitate process improvements.

Service Meetings of the Main Governance Structures (AFC and Council)

• Manages scheduling, administrative and secretarial support to meetings of Council and AFC.
• Is responsible for preparation of the Summary Decisions (Meeting Resolutions) and Action Points from Council and AFC.
• Dispatches Summary Decisions (Meetings Resolutions) to the Registrar and CEO and Chairman for review and approval.
• Circulates approved Summary Decisions to the Management Team.
  Prepares and circulates Minutes, Meeting Papers/Working Documents to the Members of the Council and AFC.
• Follows up on Matters Arising/Action Points from these meetings.

Analyses technical issues regarding the business of the Council and provides advice to the Registrar and CEO

• Prepares comprehensive and accurate analyses of business-related issues as identified by the Registrar and CEO.
• Effectively evaluates strategic and/or operational issues and provides sound recommendations/options to the Registrar and CEO.
• Identifies and drives opportunities for cost savings through optimisation and consolidation and execute against recommendations.
• Effectively plans and implements solutions to technical issues as directed.
• Works directly with internal stakeholders to integrate records management and other processes and into electronic record management systems and/or other automated space as applicable.

Serves as a central liaison for the Executive Management Committee

• Plans and efficiently executes Executive Management Committee (EMC) Meetings.
• Creates and distributes in a timely fashion the agenda for Executive Management Committee and other assigned meetings. 
• Accurately records and disseminates Minutes, Actions Items, and matters to follow-up from EMC meetings.
• Manages and follows-up on Action Items from Council meetings with the appropriate parties and provides timely updates to the Registrar and CEO.
• Maintains confidential and sensitive information/documents.
• Schedules performance review meetings for the Registrar and CEO's direct reports.

Such other duties as may be assigned by any duly authorized person from time to time.

Qualifications & Experience 

• A master's degree from a recognised university in Business Administration, Management, Law, Social Sciences or a related field with two (2) years' relevant experience. OR
• A bachelor's degree from a recognised university in Business Administration, Management, Law, Social Sciences or a related field with ten (10) years' relevant progressive experience.
• Certification in Project Management, Strategic Planning, and/or Research would be an asset.
• An Administrative Professional Certification, Diploma or Equivalent qualification from a recognised institution with proficiency in the production of accurate minutes and or reports
• Relevant work experience in a comparable position providing executive level support. Experience within a regional organisation is preferred.
• Knowledge of meeting procedures, decision-making rules and good governance procedures.

Core Competencies 

• Computer literacy and knowledge of internet applications required.
• High level of proficiency in Microsoft Office Suite, and in workflow applications would be a distinct advantage.
• Sound Knowledge of and use of Research Methodologies.
• Knowledge of Records Management Systems.
• Ability to prioritise multiple tasks seamlessly and with strong attention to details.
• Ability to build effective working relationships with key stakeholders.
• Ability to demonstrate sound judgement, initiative and work independently.
• Excellent communication skills both written and oral – Minute and Report writing.
• Excellent critical thinking and problem-solving skills.
• Excellent time management, organization and administrative skills.
• Demonstrated high level of confidentiality.

Organisational Relationships

• Interacts frequently with the Registrar and Chief Executive Officer, Executive Management Committee, Senior Managers, Managers, and Administrative Assistants both at Headquarters and the Western Zone Office and staff at CXC®. 
• Liaises frequently with CXC®'s Chairman, Deputy Chair and staff of their respective Offices, and Council and Subcommittees Members.

External Contacts

• Ministers of Education and other senior officials in the Ministries of Education
• Heads of National, Regional and International organisations
• CXC® Resource Personnel
• Universities and Colleges
• Members of the public

CLOSING DEADLINE: 19 July 2026