Executive Assistant- CTIO'S Office

Purpose of the job

Responsible for day-to-day operational management of all activities to perform full clerical, administrative and general office duties through providing administrative support to the chief officer and department teams.

Duties and responsibilities

• Compose and prepare memos, correspondences, agreements, reports and other professional documents using automated systems including Microsoft word, Excel and Power Point.
• Assist Technology teams in the related admin work.

• Attend meetings and provide minutes of meeting, agenda and following on action points.
• Responsible for weekly & monthly reporting, projects filing & documentation.
• Coordinate & manage department events, meetings, travel arrangements, expenses and manage all document workflow.
• Gather collective projects information from all teams of the Technology.
• Manage the filing & record keeping of all employees related documents such as HR, appraisals, headcount, stationary and office supplies, office equipment; new hires or new requests.
• Ensure facilities requests are communicated and implemented for the chief officer and all Technology teams.
• Issue and follow up on domestic and international travel arrangements.
• Plan meeting schedules and events.
• Prioritize and perform a variety of tasks with minimal direction concerning the chief officer and the Technology teams
• Use specific knowledge of airlines, airports, ground transportation, cities, and accommodations to make thoughtful, well-planned travel arrangements taking into account individual preferences, budget and time constraints .
• Conduct productive internet information searches as needed.
• Handle requests aiming at meeting tight deadlines and rearrange multiple priorities.
• Prepare expense reports, purchase requisitions, process invoices, and track deliverables and payment status order.
• Maintain various office supplies and equipment and assist in special projects as needed .
• Maintain organizational charts, headcount and staffing requisition records from the teams.
• Responsible for ordering and maintaining supplies for department.
• Prepare the departments logistics such as stationary, supplies, equipment, etc.
• Review all documents prior to submission to the Chief Technology & Information Officer to ensure their accuracy and compliance with company policies and procedures with a necessary brief, if needed.
• Maintain confidentiality with respect to all issues, correspondences and reports.

Job specification

Education

• University Degree from a renowned university.

Experience

• Experience in a senior administrative background or executive support role, with a proven track record of supporting C-level executives in a fast-paced, international environment.

Skills and abilities

• Excellent verbal and written communication skills in English language.
• Manage multiple tasks, prioritize effectively, and maintain attention to detail.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management tools.
• Experience with virtual meeting platforms and project management software is an asset.
• Strong interpersonal skills.
• Flexibility and ability to work beyond regular business hours as needed.