Executive Secretary

Job Grade:
OPS/SS 4
Reports To:
CEO
Job Purpose

Reporting to the Chief Executive Officer, the Executive Secretary 1 provides administrative/ secretarial services to the executive office.

Key Outputs
  • Minutes prepared
  • Correspondence prepared and distributed
  • Reports prepared
  • Agenda for meetings prepared
  • Electronic and manual filing system managed
  • Schedules and special appointment coordinated 
Performance Criteria

N/A

Job Responsibilities
  • Composes letters/memoranda from general instructions
  • Prepares agenda for meetings and organizes relevant information and documents
  • Takes and reproduce minutes of meetings as well as distribute in accordance with established guidelines
  • Maintains schedules of routine, special appointments and advise the Chief Executive Officer matters requiring prompt attention
  • Receives/hosts visitors to the Chief Executive Officer
  • Assists in the preparation and collection of standard reports
  • Responds to routine and other correspondence
  • Processes incoming and outgoing correspondence in accordance with established guidelines
  • Establishes and maintains an effective filing system for the control and safekeeping of classified and confidential documents and reports and facilitates easy retrieval of documents/information
  • 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
  • Well-developed communication and interpersonal skills
  • Excellent Planning and organizing skills
  • Strong customer orientation skills
  • Result oriented
  • Excellent note taking skills
  • Sound and logical approach to problem solving and task analysis
  • Ability to have sound judgement
  • Ability to work on own initiative and under pressure
  • Sound understanding of the Dangerous Drugs Amendment Act
  • Excellent knowledge of office practice and procedures
  • Strong analytical and time management skills 
Qualification & Experience Requirements
  • Five (5) CXC or GCE ‘O’ Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute of National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-
  • 120 words per minute, plus seven (7) years’ general office experience.
  • Graduation from an accredited school of Secretarial studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100120 words per minute, training in the use of a variety of software applications e.g. word processing, database and spreadsheets; English Language at CXC or GCE O’Level; completion of the appropriate Office Professional Training Course at the Management Institute, plus seven (7) years’ general office experience.
  • Successful completion of the Certified Professional Secretary course, proficient in typewriting at a speed of 50-55 words per minute; English Language at CXC or GCE O ’Level; training in the use of variety of software applications and seven (7) years’ general office experience plus appropriate Office Professional Training Course at the Management Institute for National Development. 
Salary Range (per annum)
$2,190,302 to $2,945,712
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.