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