ADMINISTRATIVE ASSISTANT (Based in Miami, USA) Manager

The Administrative Assistant is responsible for providing secretarial, accounting, and general administrative services to the Manager and Section: Tour Operators and Airlines to ensure the smooth operations of the Unit.

KEY RESPONSIBILITIES

Assists with data collection and data entry for periodic airlift reports in the USA marketCollates information from weekly airport reports for analysis by airport and load factorProvides support in the planning and execution of airline and tour operator partnership events and activitiesCompletes documentation and submission process for ROMBA applications for all co-op marketing agreements within each fiscal yearUpdates the co-op marketing budget spreadsheet for tour operators based on spend and activities monthlyCreates and follows up requests to the marketing team for collateral in support of co-op marketing plans and activitiesCompletes commitment forms in support of tour operator and airline events and activitiesProcesses invoices and supporting documents on receipt for timely submission to the Finance DepartmentFollows up with the Finance Department on the payment status of all co-op marketing invoicesMonitors co-op marketing and advertising records and liaises with the Finance Department as well as Tour Operators for approval and payment of contractsMaintains a calendar of tour operator, airline, and industry events monthly (including training events, trade shows, product launches, conferences, familiarization trips)Liaises with internal and external teams regarding JTB's participation in scheduled partner eventsUpdates and maintains contact list for all airline and tour operator partners periodicallyAssists with preparing communication and destination updates in various formats (word/excel/PowerPoint)Distributes approved correspondence to the database of contacts as needed;

OTHERSEstablishes systems and procedures for the efficient flow of work and the general administration of the Section;Types correspondence, minutes of meetings, financial reports, budgets, and general reports as required;Handles all incoming and outgoing mails, materials, and deliveries; organizes materials in priority order for the attention of the Section Head;Screens, logs, and refers incoming calls, takes messages, and/or formulates appropriate responses in the absence of the partyCarries out all budgetary activities for the section i.e. budget preparation, compilation, and projections; oversees the expenditures and undertakes transfers between budget items;Undertakes general administrative duties for the Section; maintains and procures equipment, furniture, and stationery; maintains files for staff; REQUIRED EDUCATION AND EXPERIENCE

A First Degree in General Management, Business Management, or any other related disciplineORDiploma in Secretarial Studies or Business Management from a recognized institutionTraining in basic accountingFour (4) years of experience in a similar capacityA second language (Spanish preferably) is an asset KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of modern office practices, techniques, and methodologiesKnowledge of the Jamaican tourism productAbility to type at 60 w.p.m.Ability to prepare financial statements, payment vouchers, and other accounting and budgetary reportsAbility to use Microsoft Office SuitesHonesty and integrityCritical attention to detailWell-developed human relations skillsConfidentiality, tact, and decorumGood report-writing skillsGood communication skillGood command of written standard English