Executive Assistant

Executive AssistantIn 2020, G Mining Ventures (GMIN) was created to acquire direct ownership of projects and capitalize on the value uplift that successful mine development offers. In July 2024, GMIN acquired the Oko West project. The Oko West Project is a new gold discovery in northwest Guyana. It is located south of the historical "Oko" gold district, some 95 km west of Georgetown.To ensure the achievement of this large-scale project, G Mining Ventures is looking for an experienced and motivated individual to fill the position of:Executive AssistantTo provide business development and administrative support that includes coordination of Site Leadership Team (SLT) meetings, travels and activities, organizing executive visits, leading facility management for administrative office, and performing a variety of administrative duties.Key ResponsibilitiesProvides administrative supportHandles routine and straightforward administrative duties such as: data entry, filing, record keeping, and preparing communicationPrepares presentations, spreadsheets, and other materials to aid the department in decision makingPrepares meeting agendas, follows up on action items, and coordinates communication materialCoordinates events including preparing the meeting space, ordering food, tidying the room, preparing handouts and materials, and coordinating travel arrangements as neededManage office leases and subleases including rent payments and corresponding with the finance department to recreate various sublease invoicesLiaising with Corporate Secretary including distributing and compiling corporate records as well as documentsProvides basic level customer supportActs as an ambassador for the team, including greeting guests, answering main phone lines, and handling basic inquiriesIn charge of receiving all mail and couriers. Aid different departmentsDemonstrates exceptional organizational skills and ability to respond to multiple and often competing prioritiesPrepare, book, follow-up, and verify executive and director travel/hotel arrangements and ad hoc requestsOther duties as requiredReviews incoming and outgoing correspondence and materials directed to executives and brings significant items to their attention including general invoice approvals and paymentInteract with both internal and external executives, assistants, and consultants, to coordinate a variety of executive meetings, dinners, and travelComplete and reconcile expense reports/credit card statements for all C-suite executives and coordinate with Accounts Payable to ensure paymentPeopleTreat all colleagues, business partners, and other stakeholders with respectDisplay excellent values of Safety, Integrity, Sustainability, Inclusion, and Responsibility in all actionsParticipate in capability training per company procedureAdvise GM on critical communication to address employee engagementSupport the Communications team in preparing GM Business Update videos, Staff calls, Townhall meetings, and other GM communicationsOperational ExcellenceSLT coordination: Coordinate Site Leadership Team meetings, including sending out invitations, setting up meeting agendas, organizing meeting locations and technology requirements, consolidated presentation materials, and making meeting minutes as neededSenior Roundtable log keeping: Manage administration of meetingsVisitor facilitation: Liaise with executives, business assistants, and departments on site to organize site visits, including setting a clear agenda, organizing logistics, and hosting the activities on siteTravel arrangements: Liaise with the Protocol department to organize efficient travelSchedule management: Support the GM and SLT members in scheduling activities in an effective wayManagement Reporting: Research, compile and prepare data for administrative reports and presentations. Design management reports as required (e.g. project portfolio report, monthly performance report), coordinate data submission and consolidate information to provide the SLT with adequate management reportsFacility Management: Lead operational management of the administrative office, creating notifications for support and performing procurement for office suppliesQualifications/Skills and ExperienceA minimum of a Degree in Business Administration, Project Management or equivalentA minimum of 2 to 5 years of related work experience in construction and or miningExperience with best practices in corporate governance, legal structure and corporate filings is idealAdditionalAdvance proficiency in Microsoft office suiteEffective communication skills, verbal and writtenProven ability to balance several tasks simultaneously and excellent organizational skillsAbility to work with others in a team environmentFlexibility to undertake a variety of assignmentsPleasant and courteous in interpersonal interactionsHighly motivated and independently driven with a sense of urgencyWorking ConditionsPosition based at the OKO Project siteWork Schedule 14 days on/7 days OffTransport, accommodations, and meals provided on siteCompensation PackagePermanent Full-TimeCompetitive SalaryCompetitive benefits, bonus, and group insurances