About Company
Hardware & Lumber Limited (H&L) is a leading retailer and wholesaler of hardware, lumber, building materials, agricultural supplies, and home improvement products in Jamaica. For over 90 years, H&L has been a trusted partner in nation-building, dedicated to providing quality products and exceptional service to both individual customers and corporate clients. With a wide network of branches across the island, H&L plays a crucial role in supporting various sectors, including construction, agriculture, and home renovation. We pride ourselves on fostering a dynamic work environment where employees are valued, growth is encouraged, and community impact is paramount. As part of the GraceKennedy Group, we uphold the highest standards of integrity, customer focus, and innovation. Join our team and contribute to a legacy of excellence and continued success.
Job Description
We are seeking a highly organized, proactive, and discreet **Secretary – Executive, Office Assistant** to join our vibrant team at our Spanish Town branch. This pivotal role is perfect for a dedicated individual who thrives in a fast-paced environment and possesses exceptional administrative skills. As the central point of contact for administrative support, you will be instrumental in ensuring the smooth and efficient operation of our office, providing comprehensive assistance to executives and senior management, and maintaining a professional and welcoming atmosphere.
Your daily responsibilities will span a wide range of administrative tasks, from managing complex schedules and coordinating meetings to preparing essential documents and handling confidential information with the utmost integrity. You will be expected to demonstrate impeccable communication skills, both written and verbal, as you interact with internal staff, clients, suppliers, and external partners. This role requires a keen eye for detail, a strong ability to multitask, and a proactive approach to anticipating needs and resolving issues independently, ensuring that all administrative functions run seamlessly.
The successful candidate will be a critical contributor to our team’s success, directly impacting productivity and operational efficiency. You will be empowered to take ownership of administrative processes, suggest improvements, and ensure that our executives can focus on strategic initiatives with reliable, meticulous support. We are looking for someone who is not just an administrator but a true partner in facilitating the smooth operation of the business. If you are a self-starter who prides yourself on your organizational prowess, technological proficiency, and unwavering commitment to excellence, we encourage you to apply. This is an exciting opportunity to grow your career within a well-established and respected Jamaican company, making a tangible difference every day in a supportive and growth-oriented environment.
Key Responsibilities
- Manage and maintain executives' schedules, appointments, and travel arrangements.
- Coordinate and prepare for meetings, including scheduling, sending invitations, setting up meeting rooms, and taking accurate minutes.
- Prepare and edit correspondence, reports, presentations, and other documents, ensuring accuracy and professional presentation.
- Handle incoming and outgoing communications, including emails, phone calls, and mail, directing inquiries to the appropriate personnel promptly.
- Maintain an organized filing system, both physical and electronic, ensuring easy retrieval and secure storage of documents.
- Oversee office supply inventory, placing orders, and ensuring cost-effective procurement.
- Assist with data entry, record-keeping, and maintaining databases with high accuracy.
- Serve as the primary point of contact for general office inquiries and provide exceptional customer service to visitors and callers.
- Support general office administration tasks, including facility coordination and vendor liaison.
- Handle confidential information with the utmost discretion and professionalism.
- Assist in special projects and other duties as assigned by management to support operational needs.
Required Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) at an advanced level.
- Excellent written and verbal communication skills with a strong command of English.
- Strong organizational and time management abilities, capable of managing multiple priorities.
- Exceptional attention to detail and accuracy in all tasks.
- Proven ability to handle confidential information with discretion and integrity.
- Proactive and resourceful problem-solving skills.
- Ability to multitask and prioritize effectively in a busy, dynamic environment.
- Professional demeanor and strong interpersonal skills for interacting with all levels of staff and external contacts.
Preferred Qualifications
- Associate's degree or higher in Business Administration, Office Management, or a related field.
- Previous experience in a retail, distribution, or agricultural industry setting.
- Familiarity with office management software and systems beyond basic MS Office applications.
- Experience supporting multiple executives simultaneously.
- Knowledge of basic accounting principles or experience with petty cash management.
Perks & Benefits
- Competitive salary package commensurate with experience.
- Comprehensive health and life insurance benefits.
- Pension plan contributions to secure your future.
- Paid time off and holiday benefits.
- Opportunities for professional development and continuous training.
- Employee discounts on a wide range of company products.
- Supportive and collaborative work environment focused on growth and well-being.
- Opportunities for career advancement within the GraceKennedy Group.
How to Apply
Interested candidates are invited to submit their application by clicking the link below. Please ensure your resume highlights your relevant experience and skills that align with the requirements of this role. We thank all applicants for their interest; however, only shortlisted candidates will be contacted for an interview.