Executive Personal Assistant
3 months ago
Hello… an exciting new opportunity has just become available in our Insure, IT area. We are looking to recruit a Personal Assistant to the CIO
Role Objectives:
- Generalist support to the CIO and IT Manco when required
- Process all tasks assigned, within the set standards required thus contributing to the productivity of the company.
- Enhance the image of the company through the continuous delivery of efficient and effective customer service.
- Supporting the CIO in planning and execution on strategic initiatives. The function will also manage the collation, delivery & creating Exco, MANCO and other information packs.
Key Responsibilities:
- Diary management: Maintain electronic diary by prioritising. Manage diary with regards to tentative bookings, confirmed bookings and cancellations.
- Minutes and Adminstration: Compiling minutes of Manco monthly meetings, InvesCo minutes, Forum minutes and updates to Manco tasks on Teams Channel.
- Meetings: Organise internal and external meetings - arrange venues, catering etc.
- Correspondence: Compile own and CIO’s correspondence. Support with CIO with creating, consolidation and structuring various information packs.
- Social Committee: Work with the social committee to plan events and activities in line with the objectives of the department.
- Documents: Manage the signature of Documents and Contracts via DocuSign.
- Supplier and Procurement : Manage contracts and ensure that they are in line with our Budget.
- Communication: Co-ordinate and manage communication within the IT Team.
- Reporting: Consolidate and refine reporting packs for Exco, IT Manco, and other forums.
- Research: Conduct research for the CIO and provide consolidated packs for review.
- Travel arrangements: Co-ordinate travel arrangements.
- Personal matters: Medical aid claims and queries, errands, subscriptions etc
- Credit card claims: Prepare claims for approval by CIO and CEO, submit timeously to Finance and Exec PA to CEO.
- Design and creation of business presentations and various reports, together with Manco member where relevant.
- Support on driving the roll out and execution on the business and IT strategy, from a culture building and objective delivery perspective.
- Visitors: Receive and screen visitors.
- General: Powerpoint presentations, collation of management and board packs when required, assist in organising functions in the department, assist in fielding queries and complaints to ensure client satisfaction, ad-hoc projects, re-imbursements, ordering of corporate gifts, maintenance of electronic phone book, assist with audit reports etc.
- Support: Assist various role-players when required eg administrative assistant.
- Nexus Team: Support team on execution of duties as per the constructs of the objectives for the Nexus Team. Liaison between the team and Manco.
- IT Connect: Plan and execute on sessions, aligning to strategy, communication and culture.
- Facilitation: Facilitation of meetings, sessions, and events, e.g. AI Forum, IT Connect, Team Building, workshops, etc.
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