Overview
Provides high-level executive, administrative, and protocol support to the Secretary-General to ensure the efficient functioning of the Executive Office. The role ensures effective coordination of executive communications, senior management processes, protocol services, and high-level engagements.
Tasks Summary
- Manage the Secretary-General’s calendar, scheduling appointments, meetings, conferences, and official engagements.
- Receive and attend to high-level visitors and dignitaries with discretion and professionalism.
- Arrange and coordinate senior-level meetings, official functions, and receptions hosted by the Secretary-General.
- Serve as Ex-Officio Secretary to the Senior Management Group (SMG), including agenda preparation, minute-taking, and follow-up on decisions.
- Coordinate official travel for the Secretary-General, including liaison with Permanent Missions and counterparts.
- Prepare briefing materials for official missions, meetings, and high-level engagements.
- Manage executive correspondence: screening, routing, drafting, and follow-up.
- Maintain confidential, policy, and executive management files.
- Coordinate secretarial services within the Executive Office and ensure quality control of communications.
- Maintain updated directories of senior officials and diplomatic contacts.
- Conduct background research and information searches as required.
- Advise Permanent Missions and ISA staff on protocol matters.
- Serve as liaison between ISA, diplomatic missions, embassies, and host authorities in Jamaica and New York.
- Act as Secretary to the Credentials Committee, overseeing accreditation and credential presentation processes.
- Maintain and publish the ISA Blue Book of Permanent Missions.
- Maintain the ISA Order of Precedence List.
- Organize signing ceremonies for agreements and official instruments.
- Coordinate official receptions, events, and entertainment hosted by the Secretary-General.
- Escort ministers, ambassadors, and VIP visitors.
- Liaise with the Office of Legal Affairs on diplomatic privileges and immunities matters.
- Coordinate delegation credentials and access passes with the Security and Safety Unit.
- Liaise with the host government on protocol issues.
- Perform other related duties as required.
Experience Requirements
- Minimum of two (2) years of progressively responsible experience in executive office management, administration, protocol, or related fields is required
- Experience in international or intergovernmental organizations is required
- Strong office systems and coordination experience at executive level is required
- Proficiency in Microsoft Office and digital communication tools is required
Qualification Requirements
Advanced university degree (Master's degree or equivalent) in Business Administration, Public Administration, International Relations, Management, Law, or a related field is required. A first-level degree (Bachelor's degree or equivalent) in the specified fields of studies, with two (2) additional years of qualifying work experience may be accepted in lieu of the advanced university degree.
