Job Purpose: To coordinate and provide high quality support to the Chief Internal Auditor (CIA) in completing a broad variety of administrative tasks with confidentiality and discretion. Responsible for coordinating and organizing executive efforts and overseeing special projects as it relates to the Office of the General Manager. To support the CIA through effective management of priorities, schedules, and administrative activities, enabling focus on strategic and assurance-related responsibilities.

Duties and Responsibilities:

- Provide first level resolution of queries, issues and concerns submitted to the office of the CIA, including the formulation and dispatch of routine responses.
- Provide meeting and calendar management: manage the CIA’s calendar, schedule meetings, prepare agendas, operate audio-visual systems during meetings, record minutes and ensure that meetings adhere to time limits; also act as a liaison between the executive and the rest of the staff.
- Prepare, review, and format correspondence, reports, presentations, briefing materials, and other documentation required by the CIA.
- Ensure the secure handling, storage and safeguarding of sensitive information pertaining to audit activities, investigations, governance matters, and executive deliberations.
- Conduct research and prepare reports that support strategic initiatives; collecting and analyzing information

• Familiarity with multiple search engines as well as the information resources that are relevant in the particular area of operations of the Company.

- Coordinate office management activities and provide operational and administrative support for the office of the CIA and the Internal Audit department.
- Maintain an efficient electronic filing system that is user friendly and facilitates ease of retrieval of data

• Provides historical reference by developing and utilizing filing and retrieval systems

• To set up and maintain email systems, file-sharing systems, and calendars, as well as proficiency with relevant software and databases.

- Maintain and administer a comprehensive register of Internal Audit contracts, service agreements, software licences, subscriptions, and consulting engagements to ensure effective monitoring of contract expiry dates, renewal requirements, service-level obligations, budget utilization, and the timely renewal of contracts.
- Coordinate and process departmental purchase requisitions, invoices, and vendor payments in a timely manner, ensuring compliance with established policies, contractual obligations, and payment terms.
- Compile quality review, and submission of papers for the Audit Finance &

• Risk Committee (AFRC).

- Assist with the preparation of monthly, quarterly, and annual Internal Audit reports.




- Monitor departmental budgets and maintain expenditure records managing the documentation of credit card expenses, personal expenses and petty cash

• Assist in managing the tracking of financial reporting on the LOB’s expenditure reconciliations and variance analysis

• To seek out and recommend approaches to cost effectiveness in operations.

- Monitor and track action items arising from meetings, ensuring timely follow-up and completion of assigned deliverables.
- Schedule flights, make hotel reservations and coordinate out-of-town meetings for CIA and direct reports.
- Assist with the planning, scheduling, and execution of departmental events such as team building, conferences, dinners and team retreats.
- Supervision of junior-level administrative staff attached to the CIA’s Office as required.
- Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
- Workplace Safety- oversee that all related work is done in accordance with established safety practices and procedures
- Performs such other related duties as may be assigned by the CIA, from time to time.AB

JOB SPECIFICATIONS:

QUALIFICATION:

- Minimum of a bachelor’s degree in Business Management, Marketing or Social Sciences.

EXPERIENCE/TRAINING:
- - A minimum of five (5) years’ experience in Administrative or support role functions; excellent organizational skills, the ability to work well with people at all levels within the company
- Strong writing skills are essential for this position.
- Business Etiquette and Protocols, Diplomacy, confidentiality and discretion are essential.
- Excellent proficiency with Office Productivity Tools, such as, MS Word, MS Excel, MS Power Point, Visio and MS Project

NOTE: Any relevant combination of qualifications and experience at an appropriate level to competently perform required duties will be considered.

PERSONAL ATTRIBUTES:

- Ability to cultivate strong relationships with business, industry and internal publics.
- Attention to detail
- High energy and results oriented.
- Calm under pressure, versátil, friendly and helpful
- Active listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate to fully understand




- Discreet with an understanding of the need to maintain confidentiality; Ability to inspire trust; Tactful and diplomatic when dealing with sensitive matters

CORE AND LEADERSHIP COMPETENCIES:
- Organisational Awareness: Contributes to the organisation by understanding and aligning actions with the organisation's goals, core functions, needs, and values. Contributes to the organisation by actively demonstrating the alignment of activities with the organisation strategies, key initiatives, core functions, needs, and values and supporting others to do the same
- Customer Focus: Prioritises and takes action on the needs of both internal and external customers. Designs and delivers products and services with the customer experience top of mind.
- Planning and Results Orientation: Invests time in upfront planning to achieve organisational goals and objectives while meeting quality standards, following the appropriate processes, and continuously assessing results.
- Creativity and Innovation: Thinks beyond the confines of traditional models to recognise opportunities and find new and better ways of doing things to be and remain an agile broadband provider.

Encourages experimentation and accepts failure as a driver of innovation.

- Communication: Effectively and appropriately interacts with others to build relationships, influence others, and facilitate sharing ideas and information. Uses tact and diplomacy to navigate demanding situations. Relays key messages by creating a compelling story targeted to specific audiences.
- Strategic Leadership and Execution: Applies vision to think beyond the immediate situation and explore multiple potential paths.

Invests time in planning, discovery, and reflection to better drive decisions and more efficient implementation. Ensures that business goals are met by executing, monitoring, and adjusting the organisational action plan.

- People Leadership: Inspires, motivates, and empowers people to achieve organisational goals. Coaches, mentors, and manages employee experience, and employee performance, through mindful preparation.

Creates space for others to lead.

- Managing Through Change and Uncertainty: Adjusts thinking and behaviour to resiliently face change and uses experience to fuel growth. Embraces failure as a learning opportunity for themselves and others. Enables the process of change and transition while helping others deal with the effects of change.
- Problem Solving and Decision Making: Use critical thinking to evaluate problems, gather information, understand causes, and identify best workable solutions.

Invests time in planning, discovery, and reflection to drive better decisions and more efficient implementations.

📌 Executive Administrative Assistant (Trinitat)
🏢 TSTT
📍 Trinitat