Executive Assistant- CTIO'S Office

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About the job 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.
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