SCOPE OF WORK
The Assistant to Executive Director, IT supports the Executive Director of Information Technology.
The Assistant to Executive Director, IT is the primary point of contact between the VPs and their directors, division employees, and the public. In addition, the Assistant works directly with other Assistants and serves as a backup to the Executive Director.
This position requires a proactive, detail-oriented, organized and tech-savvy individual to provide high-level and comprehensive administrative support for the Executive Director of Information Technology. The Assistant is responsible for day-to-day key functions in collaboration with the Executive Director of Information Technology to ensure successful leadership, strategy initiatives and goals. Oversees the coordination and monitoring of the IT department to assist in meeting organizational goals and objectives. Develops strategies, evaluations, and allocating budgets and resources across the department.
Responsible for demonstrating values of learning, people, success, forward thinking, commitment to excellence, accessibility, diversity, partnerships, and sound management practices.
KEY RESPONSIBILITIES AND ACCOUNTABILITIES
- Maintain an accurate and detailed calendar for the Executive Director of IT, including but not limited to internal, external meetings/appointments management, appointments confirmation, notification of schedules, relevant documents preparations.
- Attend meetings with Executive Director of IT and take relevant notes/minutes of topics and required actions and dates.
- Support Executive Director of IT in control incoming/outcoming documents to/from Executive Director of IT office, including but not limited to expenses and purchases papers, submissions, endorsements.
- Travel and accommodation arrangements for Executive Director of IT.
- Prepare and review invoices, reports, correspondence, memos, letters, financial statements, contracts, and other documents by using word processing, spreadsheet, database, and/or presentation software.
- Draft and edit various documents, including legal memos, emails, and meeting minutes.
- Maintain and organize legal documents, files, and records.
- Filing and document control, of physical files and documents, in a logical and agreed format, to facilitate easy info recall.
- Office coordination - be knowledgeable of office personnel and procedures.
- Prepare agendas and make relevant arrangements for the division and team.
- Coordinate with other secretaries/assistants/team members, assist in the admin & logistics arrangement of the Management Board, the Division, the company as assigned.
- Serve as a liaison between the Division, internal departments, and external parties.
- In charge of other admin tasks/coordination tasks in the Division as requested by Line Manager.
- Undertake any other task to deliver the company's objectives, which is reasonably in line with the level of the post & Line Manager's assignment.
REQUIREMENTS
- Education & Experience: Bachelor's degree in Business, IT, or related fields; 1–2 years in admin/assistant roles.
- Skills: Strong organization and communication; proficient in MS Office; able to manage calendars, meetings, and documents; good English communication skills.
- Qualities: Detail-oriented, responsible, discreet, and able to work under pressure while coordinating with teams; ability to handle high-pressure environment and workloads.
- Financial Understanding: Support for IT team with PR/PO process.
- Meeting Coordination: Manage meeting arrangements, coordination, and minutes updates.
- Travel & Admin: Handle travel arrangements and other administrative duties.
