Business Administrative Assistant

Business Administrative Assistant

Department: Corporate & Administrative Location: St. Thomas, USVI Reports To: Chief Executive Officer Employment Type: Full-time

Job Summary

The Business Administrative Assistant provides high-level strategic and administrative support to the business, ensuring operational efficiency and alignment with organizational objectives. This role extends beyond traditional administrative duties, requiring strong project management, financial coordination, and stakeholder engagement. The ideal candidate is proactive, detail-oriented, and capable of managing complex priorities while maintaining the highest level of confidentiality and professionalism

Key Responsibilities

Strategic & Administrative Support

Manage complex executive calendars, prioritizing engagements based on business objectives.

Serve as a primary liaison between Senior Leadership and internal/external stakeholders.

Coordinate executive meetings, including agenda preparation, minute-taking, and follow-up tracking.

Arrange detailed travel logistics, including international itineraries and related requirements.

Prepare high-level correspondence, reports, and presentations for internal and external audiences.

Financial & Budget Coordination

Process expense reports, invoices, and purchase requests with accuracy and compliance.

Track departmental budgets and support forecasting and variance analysis.

Manage vendor relationships, including invoicing and payment coordination.

Project Management & Operational Excellence

Lead or support cross-functional projects, ensuring timelines and deliverables are met.

Identify process improvement opportunities to enhance administrative efficiency.

Maintain and update project management tools and reporting dashboards.

Draft, edit, and review documents to ensure quality and consistency.

Stakeholder & Communication Management

Maintain strong working relationships with executives, board members, and external partners.

Handle confidential information with discretion and sound judgment.

Support organizational events, meetings, and executive-level communications.

Education & Experience

Bachelor’s degree in business administration or a related field (preferred).

3–6 years’ experience as an Executive Assistant, ideally supporting C-suite or senior leadership.

Experience in financial administration, reporting, and project coordination is an asset.

Skills & Competencies

Strong organizational, time-management, and multitasking abilities.

Excellent written and verbal communication skills.

High level of professionalism, integrity, and confidentiality.

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Strong interpersonal skills with the ability to engage diverse stakeholders.

Ability to work independently and manage competing priorities effectively.

Working Conditions

Office-based role with occasional travel to company locations and events.

May require flexibility to work outside standard business hours.

Regular use of standard office equipment.

Role involves extended periods of sitting, with occasional standing, walking, and light lifting.

Salary Scale

The successful applicant will receive an attractive remuneration and benefits package.

Only shortlisted candidates will be contacted.

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