Secretary / Conference Coordinator

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