Senior Administrative Assistant – Group CEO’s Office

Summary

To play a major role in the effective operations of JMMB’s server infrastructure to ensure that the integrity and availability of the systems are maintained. Plays a major role in monitoring and maintaining of mission critical systems and enhancing the company’s disaster recovery capabilities.

Responsibilities

• Schedule & Meeting Management:

  • • Works closely with the Direct Team Leader to support the monitoring and management of the Group CEO’s schedule by scheduling meetings as agreed and monitoring appointments.
  • • Schedules and follows up with meeting invitees to ensure confirmation of attendance and coordinates relevant documentation for respective meetings.
  • • Acts as Secretary for assigned meetings chaired by the Group CEO’s Office, for entities within the JMMB Group, by taking minutes and making all necessary arrangements regarding the successful execution of the meetings; ✓ Administrative services include

• Preparation for Group TL:

  • • Ensures the readiness and preparation for the Group CEO for meetings, through, but not limited to, the preparation of meeting folders and reading material for meetings he/she is scheduled to attend.
  • • Prepares the TLs for meetings and other external representations to ensure readiness and effectiveness.
  • • Ensures that the Group TL is prepared (coordinates and obtains documents) for any discussions by having reading material, past notes and agreements, factors for consideration, meeting agendas, and discussions where relevant with other stakeholders. → Prepares Information Folders for meetings (electronically or via preferred method).
  • • Manages the coordination of speech preparations and information gathering to support the Group CEO’s public appearances.
  • • Manages invitations to the Group CEO to ensure his representation where appropriate, and ensures invitation details are documented via Outlook.

• Administration Support for Performance Management in Group CEO’s Office:

  • • Supports the Direct Team Leader in updating and maintaining Performance Scorecards for Group CEO’s reportees.
  • • Works closely with the Performance Monitoring Unit in the validation of Scorecard templates as required.

• Communication and Deliverables Management:

  • • Manages correspondences and communications (including emails) for the Group CEO, ensuring timeliness and effectiveness in addressing matters.
  • • Drafts and/or formats correspondence on behalf of the Group CEO/Team Leader.
  • • Receives and actions incoming and outgoing correspondences to/from the Group CEO’s Office.
  • • Works closely with the Direct Team Leader for the Unit in monitoring the Unit’s deliverables via agreed tracking method.

• Management of External Client Complaints:

  • • Receives client complaints routed through the Group CEO’s office.
  • • Works closely with the Client Experience Monitoring Unit to monitor and follow through on client complaints routed to the Group CEO’s Office.

• Regulatory Reporting and Governance:

  • • Supports the Group CEO in meeting all Regulatory and Group Governance Administrative requirements in all territories in which we operate; ✓ Completes quarterly and annual personal questionnaires for all regulators such as BOJ, FSC, SIB (Dom Rep), CBTT, TTSEC. ✓ Acts as the main contact person for general inquiries and updates required. ✓ Completes required personal questionnaires regarding Business Development Opportunities.

• General Administrative Services for Group CEO’s Office:

  • • Completes Annual Personal Questionnaire forms (PQD) by Territory in which JMMB operates for the Group CEO.
  • • Maintains an updated and extensive contact database inside the Group CEO’s office.
  • • Receives, manages, and follows through on calls routed to the Group CEO’s office.
  • • Receives and attends to walk-in clients to the Group CEO’s office.
  • • Coordinates travel arrangements for Group CEO and Team Leader(s) (as required). ✓ Works closely with responsible team members for travel bookings and arrangements. ✓ Ensures the Team Leader’s meeting itinerary (as per calendar arrangements) is developed and shared with all relevant team leaders for which the travel impacts prior to the trip.
  • • Manages and maintains the stationery inventory for the Unit.
  • • Manages the vacation schedules for the Group CEO’s reportees.
  • • Maintains an efficient and effective Filing System (both electronic and manual) to ensure easy retrieval and flow of information for the Group CEO’s Office.
  • • Manages the storage, maintenance, and retrieval of the Unit’s databases, particularly the hard and some soft copy files, as well as all equipment.
  • • Supports the team leaders within the Group CEO’s Office in the management of relevant meetings to ensure efficient filing of meeting agreements and decisions (e.g., follows up with secretaries of respective committees to obtain meeting minutes for filing – electronic and hard copy as required).
  • • Acts as the registry for the respective department’s mails and assists in the response to correspondences.

• Budget Management (Group CEO’s Office):

  • • Manages expenditure per budget for the Unit’s budget. ✓ Prepares annual department budgets for approval and submission. ✓ Prepares quarterly budget reports for submission to Team Leaders.
  • • Prepares for approval, invoices on e-Requestor for the Unit.
  • • Verifies invoices and makes arrangements for the payment of Unit/department expenses in a timely manner.

• Group CEO’s Personal Welfare Management:

  • • Provides support to the Direct Team Leader in managing the Group CEO’s welfare.
  • • Provides support in managing Community Projects/initiatives led by the Group CEO.

• Other:

  • • Performs any other duties, which may be assigned from time to time.
  • • Promotes the JMMB’s philosophy of the Vision of Love and its unique culture.
  • • Is engaged in the transformation process for the continuous improvement of the JMMB and its associated companies.

• Authority:

  • • Negotiates to build cooperation and consensus with a variety of internal and external contacts and groups.
  • • To draft emails, letters, memos, or reports (for approval) to communicate information from the Group CEO’s office
  • • To independently select the most appropriate method to complete tasks for effectiveness inside the Group CEO’s office
  • • To independently respond to internal and / external queries using knowledge, creativity, initiative and sound judgement.
  • • To recommend where appropriate the contracting of external assistance to ensure timely completion of projects, within the approved budget.
  • • To research and bring to the Team Leader’s attention matters of interest to the efficient operations of that office.
  • • To research information requested or to independently bring information to the attention of the Team Leader.
  • • To recommend solutions to problems or improvements to JMMB’s continuous Improvement process both within and beyond his/her area of authority.
  • • To identify and recommend seminar/courses/programmes which would enhance own on-the-job skills and also to enhance the effectiveness of the Leadership team.

Required Skills

• • Excellent oral and written communications skills; having the ability to communicate at all levels.
• • Excellent time management and organizational skills.
• • Good leadership qualities with ability for self-motivation and achievement.
• • Good interpersonal skills and the ability to foster harmonious relations.
• • Distinct display of initiative.
• • Excellent customer service skills.
• • Good Report writing skills.
• • Ability to be able to work under pressure and for extra-ordinary hours.

Qualifications

• • First Degree in Business Administration/Management or equivalent from a recognised institution.
• • Familiarity with financial sector instruments, laws, regulations, ethics and professional jargon.
• • Microsoft Excel Level 3
• • Highly proficient in oral and written communication skills. Alert to non-verbal communication techniques. Working knowledge of a major
• • foreign language would be an asset.
• • Very high level of computer skills, particularly word-processing, spreadsheets, presentation programmes and Internet use. Excellent keyboard
• • skills with a typing speed of about 60 words per minute. Knowledge of shorthand would be an asset.
• • At least three (3) years’ work experience in a similar capacity, preferably in a financial institution.

Additional Information and Instructions

• Working Conditions:

  • • Normal office environment.
  • • Travel to pick up or make purchases on behalf of the Group CEO/Team Leader
  • • Frequent telephone calls and making of deliveries/ visits to other departments. Require use of the voice, as well as personal mobility.
  • • Critical deadlines (e.g. for external reports)

Submit applications to flgc@jmmb.com by March 25, 2025

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