Administrative & Special Projects Assistant

The GraceKennedy Group seeks to identify an individual looking for an excellent opportunity to progress his/her career; and who possesses the vision and energy to help drive dynamic changes across the group, in the following capacity:-​

ADMINISTRATIVE & SPECIAL PROJECTS ASSISTANT

The Administrative and Special Projects Assistant will provide high-level administrative and project support to the CEO and Foundation team. This role ensures the smooth operation of daily tasks, effective communication with stakeholders, and the successful coordination of projects and special initiatives.

Key Responsibilities: 

• Administrative Support
• Manage the CEO’s calendar and appointments, resolving any scheduling conflicts.
• Answer and direct phone calls, take messages, and respond to routine and non-routine inquiries.
• Maintain and follow up on action items from incoming mail and email.
• Perform general clerical duties including filing, scanning, printing, photocopying, and mailing.
• Prepare and distribute internal and external communication such as memos, letters, forms, and reports.
• Update and maintain office policies and procedures, ensuring they reflect current practices.

• Meeting & Event Coordination
• Organize and coordinate meetings (room bookings, notifications, materials, and minutes).
• Create, transcribe, and distribute agendas and minutes within agreed timelines.
• Organize travel arrangements for CEO, staff, and partners for business or welfare purposes.
• Coordinate logistics for special events and staff outings.

• Client & External Relations
• Act as the point of contact for internal and external stakeholders.
• Assist clients with completing forms and applications to reduce wait times.
• Liaise with suppliers to order stationery and other office supplies.
• Interface with executive leadership, the Board of Directors, and administrative assistants to manage requests and queries.

• Communications & Documentation
• Draft and submit documents for CEO approval, including:
• Recommendations
• Thank you and congratulatory letters
• Invitations, event flyers, and programmes
• Prepare and submit scheduled Foundation documents, reports, and publications.
• Prepare tax exemption documents and letters to institutions for educational assistance payments.

• Project & Programme Coordination
• Assist in preparing budgets and coordinating activities for seasonal initiatives (e.g., Christmas Outreach).
• Prepare and maintain the lunch support register:
• Monitor student disbursements
• Ensure signatures are collected and records are updated
• Support the coordination of special projects and events under the CEO’s directive.

• Tools & Systems (preferred experience with):
• Microsoft Office Suite (Word, Excel, Outlook, Teams)
• Relevant AI & Productivity Management Tools

Required Qualification, Experience, Knowledge and skills:

• Knowledge of office management systems and procedures
• Be adept in technology
• Excellent communication skills
• A high degree of confidentiality
• Excellent interpersonal and organizational skills
• Ability to work under pressure and meet deadlines
• Be able to use initiative
• Flexibility and adaptability
• Good listening and observational skills
• At least three [3] years’ experience in a similar position
• Bachelor’s Degree in Business Administration or equivalent qualifications

​Qualified applicants are invited to submit applications no later than 06/08/2025 via the careers section of our Corporate Website at www.gracekennedy.com

GraceKennedy upholds the principles of fairness and equity in the treatment of all our employees and stakeholders. The Company is committed to equity in all its employment practices and policies and seeks to recruit, develop and retain its employees on the basis of merit, ability and performance. As such, we are committed to ensuring equal opportunity in employment, and will not discriminate on the grounds of race, national origin, religion, gender, or otherwise.