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Administrative Assistant
Position Summary The Administrative Assistant provides comprehensive administrative, operational, and personal support to the CEO. This role supports the CEO’s professional, business, household, and personal affairs while serving as a liaison between the CEO and internal/external stakeholders. The position involves high-level confidentiality and requires exceptional organizational, communication, and multitasking abilities across multiple businesses and projects. This role supports operations for the following entities: Big Banana, ConciergeAntigua.com, ROLS Limited / South Point Hotel Inc., I-D Café, Mimosa Limited, Impact International (BVI) Ltd., IKONN Limited, NEXT International, Flowers Limited, Red Sun Limited, and any future businesses or development projects associated with the Managing Director. Essential Duties and Responsibilities Executive & Administrative Support Provide comprehensive administrative support including telephone coverage, correspondence management, mail handling, copier projects, and supply control. Draft and prepare letters, memos, policies, reports, forms, and confidential documents. Maintain secure, organized files, contracts, and company records. Manage CEO’s personal payables and receivables. Maintain personal files and accounts for the Managing Director. Provide backup support to other administrative staff. Manage CEO’s schedule, appointments, and communications. Household & Personal Affairs Management Oversee daily operation and upkeep of CEO’s residence and grounds. Manage household staff and vendors. Coordinate maintenance, renovations, contractors, and construction projects. Plan and coordinate social events. Manage household finances and accounts. Ensure home security arrangements. Coordinate relocation logistics including realtors, insurance, packing, and inventory. External Liaison & Representation Serve as gatekeeper and liaison between the CEO and merchants, contractors, consultants, government entities, and the public. Communicate professionally via in-person meetings, phone, and electronic correspondence. Represent the CEO and associated businesses with professionalism and discretion. Project Management & New Business Development Manage special, ongoing, and non-recurring projects independently or within a team. Act as project manager for CEO-directed initiatives. Coordinate presentations, company-wide events, and project timelines. Assist in research, development, and launch of new businesses. Maintain familiarity with the CEO’s industry and emerging technologies. Sales, Marketing & Purchasing Conduct market research and obtain quotations from suppliers. Secure competitive bids for goods and services. Track purchases from order placement to final delivery. Maintain catalogue library and procurement documentation. Conduct sales calls and present company portfolios. Support social media and web marketing initiatives. Review and update company websites regularly. Participate in marketing and promotional activities. Real Estate Sales Support Research property listings and community data. Organize and coordinate property viewings. Prepare purchase offers, contracts, deeds, and closing statements. Explain sale conditions to buyers. Coordinate property closings and document execution. Develop promotional materials and sales literature. Property Management Supervise property staff within the management portfolio. Ensure proper upkeep of properties and machinery. Provide villa provisioning and concierge services for guests. Oversee licensing and legal requirements for marine assets. Coordinate with boat captain and mechanic regarding maintenance. before Qualifications . Procurement & Accounting Oversee procurement processes across all associated businesses, ensuring compliance with company policies and budgetary controls. Source, evaluate, and negotiate with suppliers to secure competitive pricing, favorable terms, and quality assurance. Prepare and process purchase orders, invoices, and payment requests. Monitor order fulfillment to ensure timely delivery and accuracy of goods and services. Maintain accurate procurement records, vendor files, contracts, and pricing agreements. Conduct cost comparisons and financial analyses to support purchasing decisions and maintain profitability. Manage accounts payable and receivable functions for the CEO and associated entities. Track and record income, expenses, commissions, and project-related financial data. Maintain strict confidentiality of all financial records and transactions.
