View Vacancy – Executive Assistant to the Governor – Governor’s Office Providenciales (Turks and Caicos Islands)

Main purpose of job:

The Governor’s Office is seeking an Executive Assistant for H.E. the Governor. This is a busy role at the heart of the Governor’s Office, where the Executive Assistant will manage the Governor’s diary and provide administrative and logistical support. The jobholder will provide high-quality and professional customer service to visitors, including answering telephone and email enquiries, and will also have responsibility for managing the UK flagship scholarship programme – Chevening – from advertising locally, to interviewing and supporting successful candidates as they transition to the UK. 

As a key member of a small team, the successful candidate will also be required to work across corporate, estates, British nationality, event management and communications sections.

Roles and responsibilities:

Diary management

• Manage and maintain H.E. the Governor’s diary, calendar and schedule of events.
• Filter general information, queries, phone calls and invitations to H.E. the Governor by responsibly redirecting or taking forward such contact as appropriate. Maintain contacts database.
• Coordinate travel and accommodation requirements and ensures arrangements are in place for H.E. the Governor that match requirements.   

Speeches, Briefings and correspondence

• Commission, collate and ensure quality control of briefings, speeches and remarks, and video scripts for H.E. the Governor.
• Prepare official correspondence and background and briefing material for meetings and engagements.
• Assist in ad-hoc record keeping of meetings where applicable.
• Track, follow up and drive responses to correspondence from Ministers, Senior Officials, Attorney General’s Chambers and members of the public.
• Lead on forwarding laws passed in TCI House of Assembly to London to be reviewed and gazette.

Casework, visits and event management

• Carry out follow-up work related to calls and meetings and liaise with Policy Officers where applicable.
• Lead on British Registration and Naturalization, accepting application and vetting before forwarding on to London to be processed and coordinating swearing in ceremonies.
• Lead on Biometrics Enrolment in the Governor’s Office.
• Assist in event management, receptions, and visits (VIPs, UK Government Ministers and officials).
• Lead on securing transport and accommodation bookings for all official visitors when travelling to TCI in accordance with FCDO policy, where possible.
• Notify TCIG stakeholders of visiting ships and obtain TCICAA & TCIAA approvals for aircraft e.g. US coast Guard and Royal Navy.
• Keep and maintains an accurate record of expenditure (i-expenses).

Corporate support

• Work with the Communications Officer to support forward planning of communications from the Governor on social media.
• Maintain and support IT infrastructure in the Governor’s Office (Providenciales) by ensuring that all IT equipment is property secured at close of play.
• Act as deputy accountant to the Corporate Services Manager.
• Act as Fire Safety Manager (Providenciales Office).
• Lead as Chevening Officer for TCI – manage the programme of UK education scholarships locally.
• Perform any other policy or administrative duties as determined by H.E. the Governor.
• Support the Head of the Governor’s Office, Permanent Secretary and Policy Manager as required.
• Support the Corporate Services Manager in the smooth running of the wider Governor’s Office estate on Providenciales (both offices and residences) including leading on Health and Safety requirements and checks in accordance with FCDO Policy.
• Maintain gifts register.

Resources managed (staff and expenditure): 

• The post holder will not directly line manage, but they will be expected to work in close liaison with the Governor’s Aide-de-Camp (ADC – driver).
• Governor’s expenses and program funds where applicable.

• Substantiative demonstrated experience as an Executive Assistant (or similar).
• Good understanding and application of MS including Word, Teams and Excel.
• Ability to handle pressure and manage multiple competing tasks and demands and changing priorities while demonstrating strong organisational skills and attention to detail.
• Self-management skills with proven ability to manage, plan, and prioritise tasks and workload.
• Good judgement; be able to work proactively, delegate and forward plan.
• Excellent communications skills, being able to analyse and present written, verbal and quantitative information clearly and concisely.
• A strong record of delivering through others and teamwork.
• Ability to maintain a range of contacts to build effective working relationships including with Government, private sector, and work closely with senior staff and their contacts. Excellent stakeholder management skills are required.
• Discreet and excellent interpersonal skills to handle sensitive and confidential situations and work collaboratively across the Governor and Deputy Governor’s Office.
• Strong IT skills, particularly with Microsoft Office and Microsoft Teams.
• Detail-driven individual with experience of managing and monitoring budgets and organising logistics.
• Legal status to live and work on Turks and Caicos Islands in your own right, from time of application. 
• Fluency in English (written and spoken).