Applicants are hereby invited to apply for the position of Administrative Assistant II (Non-Management Grade 4) at our subsidiary First Citizens Investment Services Limited - St. Lucia. 

Applications are to be submitted on or before April 10, 2026.

JOB SUMMARY

The incumbent will be responsible for providing secretarial services and administrative support to the Country Manager.

KEY DUTIES AND RESPONSIBILITIES

• Drafts, formats, vets and types correspondence such as memos, emails, letters, reports, proposals and other documents as assigned, including collating and circulating of related correspondence 
• Files incoming correspondence, copies of outgoing correspondence, reports, file notes, and other documents including staff personnel files and organizes the filing system while ensuring it is properly secured, controlled and maintained 
• Maintains an effective b/f system for the business and appointments of the Country Manager which also includes scheduling appointments and meetings, screening requests for meetings/appointments, organizing meetings and extending the usual courtesies to guests/customers/visitors to the Country Manager as well as a comprehensive B/F system for key activity areas
• Liaises with relevant stakeholders such as Management, staff, service providers and other parties with regards to information
• Records and transcribes minutes/notes of various meetings as well as from dictation, written drafts, etc 
• Co-ordinates travel arrangements for the Country Manager along with other members of Management and staff attending seminars, meetings, events etc. overseas local/international (flights, taxis, etc.) as well as organizes hotel accommodation and monetary allowances and completes reconciliation forms on their behalf upon seeking/obtaining (written) the relevant approval
• Responds to incoming telephone calls, queries/requests, records messages and makes outgoing calls on behalf of the Country Manager
• Provides support to the Country Manager as directed, by organizing (copy, package, etc.) relevant reports/documents for Executive/Senior Management/Board and various Committees/Meetings
• Opens, stamps, sorts and distributes incoming mail, correspondence and other documents as well as packages outgoing mail on behalf of the Country Manager 
• Prepares and submits on a timely basis, monthly reports and HR forms, upon approval such as Attendance/Punctuality, Overtime and Allowance Report, Business Entertainment expenses/Vehicle reimbursement claim forms, while maintaining leave registers and collates performance appraisals on behalf of the Company’s staff
• Validates invoices and submits for approval of payment while ensuring the relevant payment is made in a timely manner
• Provides administrative support to the Business Development Manager 
• Photocopies/scans documents as requested and transmits and retrieves messages via facsimile
• Engages in marketing of the Group’s products and services 
• Responds to customers’ requests, enquiries/complaints, incoming and outgoing calls, both local and foreign, in a courteous and timely manner consistent with operating standards and escalation to the Country Manager where necessary
• Completes special projects and other related activities as assigned by the Country Manager

QUALIFICATIONS AND EXPERIENCE

• Administrative Professional Secretaries (APS) Certification or an Executive Secretary Technician Diploma or equivalent
• Typing Certificate - Advanced Level or any other word processing certification
• Candidates must possess Five (5) GCE O’Levels Grades A, B and C or CXC O’Levels (General Proficiency) Grades I, II or III of which Mathematics and English Language must be at Grades I or II. Not more than two (2) of the other subjects should be at a grade III level
• A minimum of two (2) years' experience in an administrative/secretarial position
• Proficiency in Microsoft Office Suite
• Good oral and written communication skills
• Knowledge of the Group’s Operating Software Systems, Products and Services will also be required