Job Grade:
GMG/SEG 1
Job Purpose
To execute administrative duties and provides functional support to the CEO by effectively managing schedules and performing secretarial and administrative duties.
Key Outputs
- Calendar with scheduled appointments
- Events and meetings planned and coordinated
- Typed and printed documents where relevant
- Comprehensive filing system for electronic and manual records
- Travel requisition forms and support documents
- Manage hard and electronic communications to the CEO
- Manage action items and follow-up assigned by or to the CEO
- Minutes of assigned meetings
Performance Criteria
N/A
Job Responsibilities
- Manage CEO’s appointments for smooth transitions between engagements
- Brief CEO on pre-requisites in advance of appointments; provide relevant files and information
- Receive, respond and/or manage telephone or other enquires
- Write grammatically correct routine business messages such as memos and letters
- Provide information about the CLA, or refer queries to relevant department
- Receive and log documents sent to the office of the CEO; route and track correspondences to ensure timely responses are generated
- Manage the CEO’s inbox for urgent items and follow-up items – forward routine matters to relevant personnel as appropriate
- Debrief with the CEO after meetings and engagements to ensure that follow-up matters are logged and appropriately routed
- Follow-up with persons assigned matters by the CEO to ensure deadlines are met
- Receive, store and catalogue documents received via email/hard copy by the CEO
- Develop and maintain an intuitive system of filing hard and electronic documents in the CEO’s Office
- Take minutes as required; draft, circulate and monitor deliverables per action notes from meetings to ensure timely receipt and update the CEO
- Coordinate travel arrangements for local and overseas business trips, including approvals by Government
- Plan and coordinate activities related to inward and outward missions hosted by the CEO’s Office
- Coordinate logistical arrangements for activities directed by the CEO’s office
- Provide inputs for monthly reports
- Carry out basic research as required by the CEO
- Maintain weekly attendance register for the CEO’s direct reports; prepare and submit attendance reports and requisite leave forms as required
- Manage the procurement and allocation of all stationery, including letterheads, envelopes etc.
- Any other related duties as assigned by the CEO
JOB DIMENSIONS:
- Follow-up with persons assigned matters by the CEO
- Direct routine matters to relevant personnel
- Communicate with ministers of government, private sector leaders, clients, internal departments, external agencies and business partners as directed by the CEO
Key Competencies
- Confidentiality
- Excellent administrative, written communication and research skills
- Superior minute taking and report writing skills
- Have the ability to get along and build working relationships with staff and clients
- Ability to interpret quantitative and qualitative data
- Knowledge of protocol, etiquette, diplomacy and cultural diversity
- Ability to work on own initiative and manage time effectively
- Able to listen keenly and report objectively
- Working knowledge of the Microsoft suite of programs
- General knowledge of office procedures and equipment
Qualification & Experience Requirements
- Associate/Diploma in Business Administration or equivalent qualifications.
- Minimum 3 years’ experience in a senior capacity in the secretariat skills
- Excellent organisational and time management skills
- Ability to work on own initiative
Salary Range (per annum)
$3,501,526 to $4,709,1
Special Instructions
Applications should be submitted no later than Friday, May 22, 2026 to:
Please indicate the position being applied for in the Subject Line
THE DIRECTOR HUMAN RESOURCE
MANAGEMENT AND DEVELOPMENT
CANNABIS LICENSING AUTHORITY
7 HAINING ROAD, KINGSTON 5
EMAIL: [email protected]
Please note that only shortlisted applicants will be contacted.