Featured: Administrative Assistant | Kingston, Jamaica | GraceKennedy Limited

 

The GraceKennedy Group seeks to identify an individual looking for an excellent opportunity to progress his/her career; and who possesses the vision and energy to help drive dynamic changes across the group, in the following capacity:-​

ADMINISTRATIVE ASSISTANT

The Administrative Assistant will provide high-quality administrative and operational support to the GraceKennedy Foundation, ensuring the smooth functioning of internal processes and external engagements.

Key Responsibilities:

Administrative Support

• Assist the CEO and team with daily administrative tasks.
• Prepare correspondence, reports, presentations, meeting agendas and minutes.
• Schedule and manage meetings, appointments, and events.
• Maintain organized filing systems (physical and digital).
• Serve as the first point of contact for stakeholders.
• Manage emails, calls, and mail.
• Draft and distribute official communications.
• Manage bearer assignments and errands.
• Coordinate travel arrangements and itineraries.
• Monitor and replenish office supplies.

Accounting Support

• Assist with the procurement of goods and services including creating and maintaining purchase orders
• Submit documents for zero rating approval (tax exemption) to Tax Administration Jamaica and provide approval letters to suppliers
• File claims to Tax Administration Jamaica for refund of GCT paid on authorized items
• Post supplier invoices to accounting system and prepare payments
• Route documents for signing electronically and physically
• Prepare monthly bank reconciliations
• Manage queries on payables
• Support budget tracking and financial reporting
• Support the internal and external audit process including providing requested documents.

Grantee Management

• Track grant applications and approvals.
• Monitor reporting timelines and submissions.
• Facilitate communication with grantees.
• Support evaluation of grantee activities.
• Follow-up with grantees to ensure payments are completed within the financial year (which should be within six months of the approval date).

Corporate Secretarial Support

• Assist with regulatory filings and documentation.
• Maintain records of directors and appointments.
• Prepare non-financial documents for annual filings.
• Coordinate Board-related documentation with the Corporate Secretary.

Required Qualification, Experience, Knowledge and skills:

• Proficiency in Microsoft Office Suite (Excel, Word, Project, etc.).
• Experience preparing meeting minutes
• Working knowledge of accounting principles and SAP software would be advantageous
• Familiarity with office management systems and procedures.
• Excellent interpersonal, written, and verbal communication skills.
• Strong organizational, customer service, and team-building abilities.
• High level of confidentiality, integrity, and reliability.
• Ability to work independently and collaboratively in a fast-paced environment.
• Flexible, proactive, and able to manage pressure effectively.
• Strong initiative and attention to detail.
• Minimum 3 years’ experience in a similar role.
• Diploma or Associate Degree in Business Administration or equivalent.
• CPS/CAP designation.

​Qualified applicants are invited to submit applications no later than 14/12/2025 via the careers section of our Corporate Website at www.gracekennedy.com

GraceKennedy upholds the principles of fairness and equity in the treatment of all our employees and stakeholders. The Company is committed to equity in all its employment practices and policies and seeks to recruit, develop and retain its employees on the basis of merit, ability and performance. As such, we are committed to ensuring equal opportunity in employment, and will not discriminate on the grounds of race, national origin, religion, gender, or otherwise.