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