Orchid Development is a division of the Flowers Group of companies. As the parent company of Cricket Square, Orchid Development also manages Orchid Realty, Flowers Restaurateurs and The Club.
The Secretary/ Conference Coordinator will provide high-level administrative support to CEOs and management executives.
Responsibilities include, but are not limited to:
- Manage the CEOs’ schedule and appointments, including scheduling meetings, arranging travel, coordinating with other departments and stakeholders, and ensuring the CEOs’ calendar is organized and up to date
- Prepare and arrange all documents for meetings - regular and special, board of directors (BOD) and annual general meeting (AGM)
- Process CEOs’ personal expenses, personal banking, and other financial matters
- Maintain and keep CEOs’ secure personal files (passport, statutory certificates, land property titles, birth certificate, deeds, etc.)
- Act as a gatekeeper, screening calls and emails, and prioritizing and filtering information to ensure the CEOs are aware of important matters
- Type correspondence, prepare reports and presentations, and manage the CEOs’ work files and records
- Conduct research, present summaries as needed and make recommendations for community support and charitable efforts
- Assist with conference/meeting facilities within Cricket Square, taking bookings, setting up audio visual equipment, arranging catering and acting as the point person for all conference and meeting related enquiries
- Assist with all onsite conference operations, troubleshooting any issues that arise, and ensuring events run smoothly
- Manage projects on behalf of managing executives, coordinating with other team members, and ensuring projects are completed on time and within budget
- Represent the CEOs at meetings and events during his absence
- Provide executive administrative support to the CEOs and managing leadership, as needed
- Coordinate employee IT requirements
- Coordinate uniform procurement, manage inventory, and collaborate with HR on related needs
- Ensure accurate recordkeeping of all company legal documents and active licenses
- Be a joint partner in upholding company’s core value of environmental sustainability
Education/Experience
- Bachelor’s degree in business administration or related field
- 5-6 years’ experience as Personal Assistant or similar role
Knowledge, Skills & Abilities
- Strong organizational and time-management skills
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Ability to prioritize tasks and work under pressure
- Ability to act with high levels of integrity, professionalism, and confidentiality
- Valid Cayman Islands driver’s license
