OBM International

Executive Assistant

ID
2016-1023
# of Openings
1
CYM
Category
Administrative/Clerical

Overview

OBMI is a global leader in architectural design & master planning. It is our mission to transform our client’s dreams into reality while meeting their financial goals. We approach every project with a great respect for its site because we believe that architectural design and planning is not only a privilege but an opportunity for greatness. We also believe that with the utmost consideration to its natural environment, culture and history, will the site exist with a heart and a soul. With our Centres of Excellence, which are specialized business units, we leverage our key strategic strengths and skills to provide an optimum level of service with global experience and local sensitivity. Our Centres of Excellence include: Destination Creation, Urban Lifestyle, Island Living, Inside Design and Green Matters. Throughout 2016, OBMI will be celebrating 80 years of building future history…together. For more information, visit www.obmi.com.

Responsibilities

Job description:

Seeking a Caymanian or Status Holder to provide executive and secretarial support to the Chairman of OBM International as well providing general support to the Architectural teams and general office operations in the Cayman and B.V.I offices.

Essential Job Functions Include:

  • Corporate Administration
    • Assist senior management team in miscellaneous administrative functions.
    • Assist in drafting proposals.
    • Maintain calendar for the Management team.
    • Perform special projects as assigned.
    • Assist Directors in special assignments.
    • Assist Marketing Department updating resumes, projects etc.
    • Provide support in enrollment and follow up for conferences.
    • Support business development with Customer Relationship Management (CRM).
  • Local Office Administration
    • Assist local team in project development, implementation and management.
    • Provide administrative support for the local office including telephone coverage, photocopying and printing, mail handling, supplies control and necessary communications internally and externally.
    • Assist with delivery of planning and permit applications, tracking all open and pending applications at BCU.
    • Liaise with OBMI’s corporate headquarters’ Administrative teams when needed (Accounting, Marketing, I.T. & Human Resources).
    • Assist and update staff meeting minutes.
    • Assist in local banking, local deliveries and coordination with local suppliers and consultants.
    • Assist in the elaboration of Proposals, Professional Services Agreement, and Additional Services Agreement etc.
  • Chairman
    • Assist the Chairman in the management of his schedule.
    • Communication, with both internal and external sources, on the Chairman’s behalf when required.
    • Client follow up when required.
    • Travel arrangements (scheduling, hotels, visas etc)
    • Responsible of entering daily activities in Deltek for Chairman
    • Coordinate monthly expense reports for Chairman
    • Create CRM reports to assist in the business development meetings.
    •  

Qualifications

Education & Experience requirements:

  • At least 3 years in an executive secretarial level position. Working knowledge of word processing and spreadsheets; good spelling & grammar skills.
  • Minimum of 2 years college.
  • Experience in busy office environment.
  • Able to handle multiple tasks efficiently and a commitment to work at fast pace
  • Self-starting, highly motivated.
  • Intense desire and solid ability to perform at highest levels of achievement (personal and professional).
  • Organized and structured management of work, responsibilities and reporting.
  • Demonstrated written and oral communication skills.
  • Strong Computer skills: Windows, Excel, Power Point, Microsoft applications, etc.
  • Must be able to drive and own a vehicle.

Attributes Important to the Position

  • Ability to interface well with all departments of the company and to represent senior management in a highly professional manner. To maintain the highest level of confidentiality. Multi-task orientated. Ability to prioritize in order to meet deadlines.
  • Ability to maintain discretion with regards to confidential information of all corporate & personnel matters.

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