Salary range: $2,803,771 - $3,770,761 per annum and any allowance (s) attached to the post
STRATEGIC OBJECTIVES OF THE BRANCH:
The Office of the Chief Executive Officer is the command centre of the Local Authority. From here, the CHIEF EXECUTIVE OFFICER provides leadership and oversight of the operations of the Local Authority to ensure that the approved decisions and directives of Council are implemented.
JOB PURPOSE
The Administrator in the Office of the Chief Executive Officer is responsible for providing high-level administrative support to ensure the smooth operation of the Office. This includes managing complex schedules, coordinating key activities, and assisting in the formulation of strategies that enhance the administrative functions of the office. The role requires a proactive approach to problem-solving, a high degree of professionalism, and the ability to manage multiple priorities.
KEY OUTPUTS
•Chief Executive Officer ’s schedule and calendar efficiently managed
•Meetings, events, and travel arrangements coordinated
•Administrative systems and procedures developed, implemented, and continuously improved
•Filing and records management systems organised and maintained
•Internal and external stakeholders effectively communicated with to facilitate information flow and decision-making.
•Files created, maintained and updated
•Documents produced
•Diary maintained and meetings arranged
•Requests are handled
•Relevant and timely information provided
•Sectional Budget produced
•Draft Work,
•Operational and Strategic plans
MINIMUM REQUIRED EDUCATION AND EXPERIENCE
•Associate Degree Business Administration or a related field with two (2) years’ related experience; and
•Professional training in modern Administrative Management systems would be an asset.
OR
•Diploma in Business Administration or any related field with three (3) years’ related experience; and Professional train
Scheduling and Coordination:
•Manage the Chief Executive Officer’s calendar by scheduling meetings, appointments, and engagements, ensuring that all commitments are met promptly and that the Chief Executive Officer is adequately prepared for all meetings.
•Coordinate logistics for meetings, including booking venues, preparing agendas, distributing materials, and ensuring all necessary technology and resources are available.
Communication and Correspondence:
•Draft, review, and dispatch official correspondence on behalf of the Chief Executive Officer , ensuring clarity, accuracy, and professionalism in all communications.
Records and Information Management:
•Develop and maintain an organized filing system for both physical and electronic documents, ensuring the secure storage and easy retrieval of information.
•Regularly update and manage databases and contact lists to support the administrative functions of the office.
Administrative Support:
•Assist in the preparation and drafting of operational and strategic plans, reports, briefs, and presentations for internal and external stakeholders.
•Provide administrative support for the budgeting process, including the preparation of draft budgets and tracking of expenditures against approved budgets.
•Identify and communicates administrative problems and situations that affect the efficient administration and the workflow;
Project and Task Management:
•Monitor and follow up on tasks assigned within the organization, ensuring deadlines are met and that the Chief Executive Officer is kept informed of progress and any potential issues.
•Participate in special projects, providing necessary administrative and logistical support to ensure successful execution.
•Manage schedule for special cases/assignments.
Stakeholder Liaison:
•Serve as the primary liaison between the Chief Executive Officer and internal/external stakeholders, facilitating communication and ensuring alignment with the Local Authority's strategic objectives.
•Coordinate and manage interactions with government agencies, clients, and the public, ensuring professional representation of the Chief Executive Officer’s office.
•Adheres to established customer service principles, standards and measurements; and
•Assists with management of client relations.
Other Responsibilities
Performs other related duties as assigned by the Chief Executive Officer
PERFORMANCE STANDARDS
•Administrative processes and systems are efficient, with continuous improvements identified and implemented.
•Stakeholder interactions are tactful and managed professionally, ensuring positive relationships and effective communication.
•The Chief Executive Officer’s schedule is managed effectively, with minimal conflicts or disruptions.
•Confidentiality, integrity, and professionalism are maintained in all aspects of the role.
•Letters, memoranda, meeting notes/submissions/briefs, certificates, gazette notices and reports produced accurately and within agreed time frame.
•Corporate plans and budget comprehensively and accurately produced according to established standards and within the agreed timeframe.
•Meetings scheduled, arranged, and attended as required.
•Documents for conferences and press briefings collated and prepared within the agreed timeframe.
•Accurately researched and timely response to queries provided on behalf of the Chief Executive Officer.
•Official local and overseas travel by the Chief Executive Officer arranged and accurate itinerary provided within the agreed timeframe.
•Incoming and outgoing correspondence recorded accurately and distributed promptly
•Minutes produced accurately and circulated within the agreed standard
•Unit/Programme budget monitored to ensure compliance according to established standards.
•Effective maintenance of filing system and record management
•Confidentiality and integrity exercised at all times
•Documents photocopied/scanned and faxed/emailed as required
•Appointments scheduled and diary maintained accurately as established
•Telephone answered promptly and politely and messages routed as soon as possible.
•Visitors received courteously
•E-mail downloaded and forwarded as established
•Staff needs are clearly identified and addressed in a timely manner.
AUTHORITY
•Report and recommend changes to administrative processes
REQUIRED COMPETENCIES
Core
•Oral Communication
•Written Communication
•Integrity
•Team work
•Time Management
•Tact
•Customer & Quality Focus
Technical
•Compliance
•Analytical Thinking
•Technology & Innovation
•Relationship Management
•People Management
•Planning & Organizing
•Problem Solving
SPECIAL CONDITIONS ASSOCIATED WITH THE JOB
•Normal office environment
•May be required to work long hours beyond typical office hours; weekends and public holidays
FOR FURTHER DETAILS, YOU MAY EMAIL CEO@STMARYMC.GOV.JM
Kindly address all applications to:
Chief Executive Officer
St. Mary Municipal Corporation
13 Hodgson Street
Port Maria P.O.,
St. Mary
Email: Chief Executive Officer @stmarymc.gov.jm
Closing date: May 29, 2026
We thank all applicants and advise that only shortlisted candidates will be contacted.