Administrative Assistant, Registry, Secretariat Full Time

THE UNIVERSITY OF THE WEST INDIES GLOBAL CAMPUS

ADVERTISEMENT
JOB TITLE: Administrative Assistant (T)
DEPARTMENT: Registry, Secretariat
Applications are invited for the post of Administrative Assistant, Global Campus, Registry, Secretariat. The Administrative Assistant will provide comprehensive administrative and logistical support to the Co-Chairs and the Planning Committee throughout the planning, coordinating and implementation of the Climate Conference.

QUALIFICATIONS/EXPERIENCE
* A Bachelor’s degree ideally in Business, Management, or related disciplines.
* Five (5) ordinary level certificates including, English Language and Mathematics.
* At least three (3) years relevant work experience.
* A professional certification in records management would be an asset.

KEY COMPETENCIES/SKILLS
* Excellent computer and internet skills.
* Good time management skills.
* Skilled in working with database and/or spreadsheet applications.
* Ability to communicate effectively both orally and in writing.
* Ability to organize and plan.
* Ability to work in a self-directed manner.
* An effective team player.
Page 1 of 3
UWIGC September 2026

JOB RESPONSIBILITIES
* Coordinate and schedule Planning Committee meetings and related working group meetings.
* Prepare and circulate meeting agendas, papers, and supporting documentation.
* Attend committee meetings and record accurate minutes, action items, and decisions.
* Distribute meeting minutes and monitor follow-up actions.
* Draft, proofread, and distribute correspondence on behalf of the Committee Chair.
* Manage the conference email account and ensure timely responses to enquiries.
* Liaise with internal departments, regional campuses, partner institutions, sponsors, speakers, exhibitors, and other stakeholders.
* Maintain stakeholder contact lists and mailing databases.
* Maintain the conference planning workplan and monitor progress against agreed deadlines.
* Issue reminders regarding upcoming meetings, deadlines, and assigned tasks.
* Assist with venue bookings, travel and accommodation arrangements, virtual meeting arrangements, catering requests, and equipment needs.
* Maintain confidential and accurate records of committee decisions and conference planning documentation.
* Ensure version control of planning documents and templates.
* Support budget tracking by maintaining administrative records of expenditures and requests (where applicable).
* Assist with coordinating speakers, presenters, moderators, and special guests.
* Monitor registration updates and participant communications.
* Support volunteer coordination, if applicable.
* Provide administrative support during the conference.
Page 2 of 3
UWIGC September 2026
* Undertake any other related duties that may be assigned by the Committee Chair or Conference Secretariat in support of conference planning.

TENURE
* Initial appointment will cover the period September 2026 – May 2027.

WORK LOCATION
* This position can be located in Barbados, Trinidad and Tobago or Grenada. Travel to Grenada will be required if the successful applicant is not located in Grenada.

Submission Instructions
* Application Method: Applications should be made via The UWI Global Campus, Online Application Form: https://www.global.uwi.edu/hrd/forms-documents
* Closing Date for Receipt of Applications: September 18, 2026.
* Note: We thank all interested applicants; however, only shortlisted candidates will be contacted.