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