Administrative Assistant, Operations

The BVI Financial Services Commission (“the Commission”) is seeking a highly organised and professional individual to join its Operations Division in the role of Administrative Assistant. The Administrative Assistant provides critical administrative and operational support to ensure the effective and efficient functioning of the Office of the Deputy Managing Director, Operations.

The role works closely with the Deputy Managing Director, Operations (DMDO), Director, Operations (DO), and the Executive Assistant to the DMDO, supporting the smooth day-to-day operations of the Office of the Deputy Managing Director, Operations (ODMDO). This position requires the ability to operate effectively in a fast-paced environment, engage professionally with senior executives, and manage sensitive matters with the highest level of confidentiality and discretion.

The successful candidate will be responsible for performing the functions outlined below in support of the Commission’s business and organisational objectives.

Duties and Responsibilities

Principle Responsibilities

• Serve as a liaison between the Operations Division, internal departments, and external stakeholders as required.


• Coordinate and track operational requests, tasks, and project updates.


• Assist with the preparation of reports, presentations, policies, procedures, and other operational documentation.


• Support the planning and execution of operational initiatives and projects.


• Assist with budget tracking, procurement activities, and resolution of vendor or payment issues in collaboration with the Finance Team.


• Maintain records related to operational activities and support business continuity and disaster recovery planning.

Administrative Support

• Maintain accurate and organised electronic and physical filing systems.


• Provide administrative and logistical support for meetings, workshops, and departmental events.


• Coordinate maintenance and functionality of office equipment and oversee reordering of office supplies.


• Track action items on behalf of senior officers and follow up with responsible parties as directed.


• Conduct research and data gathering as required.

Documentation and Reporting

• Draft, proofread, and edit professional correspondence, reports, and presentations using Microsoft Office applications.


• Assist in the preparation and distribution of reports required for operational and financial planning, including the Commission’s Annual Report.

Scheduling and Coordination

• Manage complex calendars and schedules for the Director, Operations and other senior officers as required.


• Coordinate internal and external meetings, including preparation of agendas, briefing materials, and meeting notes.


• Liaise with the Business Services Team to coordinate travel arrangements as needed.

Time and Priority Management

• Support the Director, Operations with time management, prioritisation of competing demands, and action tracking.


• Proactively identify key priorities based on operational needs, directives, and organisational objectives.

Qualifications Required:

• Associate’s degree Business or equivalent certification


• 4+ years in a similar capacity.


• Basic knowledge of the Commission processes and procedures.


• Knowledge of clerical and administrative procedures and systems such as filing and record keeping.


• High level of professionalism.


• Demonstrates the capability to effectively oversee a project from its initiation to successful completion.


• Strong organisational and multitasking abilities.


• Excellent interpersonal skills.


• Strong written and verbal communication skills


• Proficient in Microsoft Office Suite.


• Detail-oriented with a focus on accuracy.


• Maintains strict confidentiality and handles sensitive information with discretion.


• Ability to work independently and collaboratively in a team environment.


• Familiarity with basic supply chain and inventory management concepts.


• Proven experience as an office associate or relevant role.


• Possesses expertise in workflows and document processes.


• Capable of taking initiative and working with minimal supervision


• Self-motivated and capable of adapting to change.


• Demonstrates a robust commitment to customer satisfaction.


• A thorough understanding of the FSC’s mission and its objectives.


• Familiarity with the FSC’s structure, key personnel, and organisational policies and procedures, coupled with practical understanding.


• Familiarity and comfort in using AI tools and other productivity software to improve efficiency.

COMPETENCIES 

• Professionalism – complies with Commission’s code of conduct, acts with integrity and shows respect;


• Quality of Work – consistently produces work that is thorough, accurate, relevant, timely, and in accordance with Commission’s policies, procedures and best practices;


• Communication – effectively, professionally and comprehensively communicates, both orally and in writing, with colleagues, vendors, and managers.


• Team Success - is a cooperative, helpful, and constructive member of the team who willingly shares opinions and ideas and makes suggestions on how to improve processes and service;


• Time Management - effectively plans, coordinates, and seeks the most efficient methods to schedule, prioritize, and complete assignments within deadlines;


• Customer Excellence - builds positive relationships with internal and external customers by determining their specific needs and responding in a timely, professional and courteous manner;
  

• Continuous Improvement – constantly learning and developing skills and identifying and embracing changes to improve processes and practices within the organization; and


• Confidentiality – protects and does not disclose any information relating to the affairs of the Commission to any unauthorized persons in or outside of the Commission, at all times. 

Notice: Applicants must upload all required documentation through BambooHR using the link in this advert. Please do not submit hard-copies or email unless directed to do so. Only short-listed candidates will be contacted.

Application Direction

Applicants must submit the following: 

• Cover letter indicating the position being applied for;


• Resume;


• Two (2) professional reference letters;


• One (1) personal reference letter; and
  


• Certified copies of academic certification and or diplomas

Disclaimer

This job description is meant to describe the general nature and level of work required for the position advertised. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. The successful candidate will be required to follow any other job-related instructions and to perform other job-related duties as requested.

Closing Date: 26 January 2026