Executive Assistant to CIO

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Chief Information Officer (CIO). The successful candidate will handle a wide range of executive and administrative support-related tasks, working independently with little or no supervision. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality, is crucial to this role.

Job Responsibilities:

Calendar Management:

• Efficiently manage the CIO's calendar, including scheduling appointments, meetings, and travel plans.
• Proactively address scheduling conflicts, prioritize appointments based on urgency and importance, and ensure the CIO is well-prepared for all engagements.
• Prepare daily itineraries and provide timely reminders for upcoming engagements.

Document Preparation and Proofreading:

• Draft, edit, and proofread various documents, including emails, reports, presentations, and other correspondence, ensuring accuracy, clarity, and professionalism.
• Maintain and organize digital and physical document files for easy access and retrieval.
• Ensure all documentation adheres to company standards and branding guidelines.
• Schedule, organize, and coordinate internal and external meetings, including preparing agendas, booking meeting rooms, arranging necessary equipment, and ensuring all logistics are handled.

Meeting Coordination:

• Attending meetings to take detailed minutes and follow up on action items to ensure timely completion.
• Manage and track meeting outcomes and commitments, ensuring follow-through on deliverables.

Travel Arrangements:

• Coordinate complex travel itineraries, including booking flights, accommodations, ground transportation, and preparing travel expense reports.
• Ensure all travel arrangements are cost-effective, align with company policies, and are planned with consideration for the CIO's preferences and needs.
• Provide comprehensive travel briefings and support to ensure smooth travel experiences.

Presentation and Slide Preparation:

• Create and design high-quality presentation slides for meetings, conferences, and executive briefings using PowerPoint and other tools.
• Ensure that all presentations are visually appealing, professionally formatted, and effectively convey the intended message.
• Assist in the development of content and visuals to support the CIO's strategic initiatives and communications.

Contract and Vendor Management:

• Oversee the contract lifecycle from initiation to renewal, ensuring compliance with company policies and legal requirements.
• Maintain a database of vendors, manage vendor relationships, and resolve any issues or discrepancies.
• Negotiate contract terms and conditions, ensuring favorable terms for the company and effective service delivery from vendors.

Stakeholder Communication:

• Liaise and communicate effectively with internal teams and external partners on behalf of the CIO.
• Ensure all communications are clear, professional, and aligned with the organization's objectives and strategic priorities.
• Act as a point of contact for the CIO, managing incoming communications and prioritizing responses.
• Collect, analyze, and report data to support the CIO in making informed decisions.

Data Collection, Analysis, and Reporting:

• Utilize Business Intelligence (BI) tools to generate insightful reports, dashboards, and presentations.
• Conduct research and compile information to support strategic planning and decision-making processes.

Confidentiality and Discretion:

• Maintain the highest level of confidentiality and handle sensitive information with discretion.
• Ensure all interactions and communications are conducted with professionalism and integrity.
• Adhere to ethical standards and company policies in all aspects of the role.

Role Requirements:

• Bachelor’s degree in business administration, Management, or a related field.
• Proven experience as an Executive Assistant or in a similar administrative role.
• Experience in the IT industry is a strong advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with Project Management or Business Intelligence (BI) tools is a strong advantage.
• Strong multitasking abilities with high attention to detail.
• Strong problem-solving skills.
• Excellent verbal and written communication skills in English.
• Ability to travel occasionally (up to 10%).