Overview

JOB TITLE: Administrative Assistant – Executive & Operations Support
REPORTS TO: Managing Partner
LOCATION: Saint Lucia
EMPLOYMENT TYPE: Full-time
WORK ARRANGEMENT: Remote to start
WORKING HOURS: Monday–Friday, 9:00 a.m.–5:00 p.m., Saint Lucia time

JOB SUMMARY

CaribSys is seeking a responsible, organised and proactive Administrative Assistant to work directly with our Managing Partner, providing executive and operational support.

The successful candidate will manage schedules, document commitments, coordinate business administration and follow tasks through to completion. This position requires someone who takes ownership, anticipates follow-ups and keeps work moving without frequent reminders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Manage the Managing Partner’s calendar, appointments, meeting preparation and approved business travel arrangements.

  • Turn conversations, meeting notes, emails and voice messages into clear action items with owners, deadlines and next steps.

  • Maintain a central task tracker, follow up on outstanding commitments and flag delays or decisions requiring management attention.

  • Prepare correspondence, meeting notes, reports, spreadsheets and follow-up communications.

  • Organise expenses, receipts, invoices and financial records, and prepare supporting information for the accountant.

  • Coordinate administrative paperwork for NIC submissions, payroll, company filings, employee onboarding and renewals, obtaining the necessary approvals.

  • Follow up with attorneys, accountants, banks, insurers and other service providers; maintain records of submissions and confirmations.

  • Track customer and vendor follow-ups, quotations, purchase orders, shipments and project commitments.

  • Keep customer relationship management (CRM) records, shared files, company documents and contact information accurate and current.

  • Maintain a calendar of important filing dates, renewals and business deadlines.

  • Provide a morning priorities update, an end-of-day progress summary and a weekly operations report.

EDUCATION AND EXPERIENCE

  • A bachelor’s degree is preferred, ideally in Business Administration, Management or a related field.

  • Relevant experience in administration, executive support, office coordination or business operations.

  • Proficiency in Microsoft Office, particularly Outlook, Word and Excel.

  • Confidence using online meeting platforms, shared document systems and task management tools.

  • Strong written communication, record keeping and organisational skills.

  • Experience with CRM systems, financial administration or remote work would be an asset.

REMOTE WORK REQUIREMENTS

This is a full-time position requiring dependable availability and consistent performance during scheduled working hours. Applicants must:

  • Have a suitable home office setup, including a computer, reliable internet and equipment for clear voice and video calls.

  • Maintain a quiet, professional workspace suitable for handling confidential information.

  • Be punctual, reachable and responsive during working hours and attend scheduled virtual meetings.

  • Manage priorities independently, meet deadlines and check completed work for accuracy.

  • Communicate promptly when clarification, approval or assistance is needed.

  • Report internet or power interruptions promptly and maintain a practical backup plan.

  • Use approved company systems and protect business records, passwords and customer information.

KEY COMPETENCIES

  • Responsibility and dependable follow-through.

  • Initiative and practical problem-solving.

  • Attention to detail and sound judgement.

  • Professional communication and customer service.

  • Discretion and strict confidentiality.

  • Willingness to learn, accept feedback and take ownership of results.

CONFIDENTIALITY

The role involves access to sensitive business and executive information. The successful candidate will be required to sign a confidentiality agreement and follow CaribSys’s information-handling procedures.

HOW TO APPLY

Submit your CV and a brief cover letter to Join@caribsys.io, using the subject line:

Application – Administrative Assistant – CaribSys Ltd.

In your cover letter, describe your relevant experience, your home office setup and an example of how you independently managed competing tasks and followed them through to completion.

APPLICATION DEADLINE: September 18, 2026

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