| KEY ACCOUNTABILITIES | |
- Calendar Management – Manage calendar for CIO and IT Leaders. Coordinate and schedule internal and external meetings. Provide administrative support for IT department events, workshops, and training sessions, including coordinating logistics, materials preparation, and participant communications.
- IT Operational Checklist Management – Maintain and update operational checklists (e.g. quarterly data restoration checks, data backup, AD clean up, Office 365 licences tracker, IT equipment stock tracker, etc.) to track ongoing IT department activities, ensuring tasks are completed in a timely manner.
- Periodic Business Reports – Prepare monthly/ quarterly business communications on consumption and status of IT services and projects for leadership visibility.
- Document Management – Manage and organise IT department documents, files and records in well-structured SharePoint repositories. Coordinate with team members to ensure all project documents are uploaded in a timely manner.
- IT Projects Portfolio status tracking – Coordinate with Project Managers to ensure that the IT portfolio status is updated regularly.
- Meeting Support –Taking minutes and distributing meeting materials. Following up on action items and tracking progress. Monthly townhall agenda management.
- Administrative Support - Providing general administrative support to department members such as petty cash, office supplies management, travel arrangements, and other ad hoc tasks.
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| EXPERIENCE & QUALIFICATION |
- Minimum Qualification: University Degree Or Equivalent Experience
- Minimum Experience: 3+ years of experience in an administrative role, preferably within an IT department or related field
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| SKILLS, KNOWLEDGE & ABILITIES |
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong attention to detail and accuracy in data entry, document management, and record keeping.
- Proficient in using calendar management tools such as Microsoft Outlook.
- Strong communication skills, both written and verbal, with the ability to effectively interact with team members and stakeholders at all levels.
- Proficiency in using Microsoft Office Suite (Teams, Word, Excel, PowerPoint)
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Self-motivated and proactive, with the ability to work independently and as part of a team.
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| FINANCIALS & DECISION-MAKING AUTHORITY |
- Financial Scope: None
- Reporting Staff: None
- Decision-Making Authority: None
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| WORKING ENVIRONMENT & COMMUNICATION | | | |
- Working Environment: Office
- Internal Relationships: IT Team, Business Stakeholders, Executive Assistants
- External Relationships: IT Suppliers, Contractors, Consultants
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| DISCLAIMER | | |
| This job description is intended to convey information essential to understanding the scope of the Executive Assistant, and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position. | | |
