Executive Assistant - Temporary

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions.

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Group IT Director and Department. Procurement responsibilities to include strategizing to find cost-effective deals and suppliers, and to discover the best practices to cut procurement expenses. Manages CUG administration across the Group.

ESSENTIAL DUTIES

• Prepares board reports, presentations and data, as well as maintaining files, records, and correspondence for meetings
• Preparation of budget and other presentations
• Manages all procuring of IT related equipment and services for the group
• Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Plans/organizes and implements events such as meetings, business luncheons, or client dinners
• Manages executive schedule for the IT Director
• Handles confidential information; organizes and maintains files
• Prepares information and research for executive needs
• May help plan company events, meetings, and employee team building activities or special projects.

• Closed user group administration
• Track and report key functional metrics to reduce expenses and improve effectiveness
• Control spend and build a culture of long-term saving on procurement costs
• Devising and using fruitful procurement and sourcing strategies
• Discovering profitable suppliers and initiate procurement partnerships
• Negotiating with external vendors to secure advantageous terms
• Ensure that all correspondence and reports are processed in a timely manner. 

• Ensure that the standard office practices and routines of the department are functioning efficiently on an ongoing basis.
• Ensures that all critical information that may impact upon some decision making process is reported to the head of department, in a timely manner.
• Monitors and coordinates oral and written communication between the Director’s Office and members of the organization.
• Ensures proper filing and record keeping by accurately entering information in a timely manner consistent with the office guidelines.
• Maintains calendars, schedules appointments, receive visitors, screen calls and mail, arranges travel, and answers routine and often complex inquiries for the office Manager.
• Prepare routine correspondence on own initiative and assembles data for complex reports prepared by executive staff.
• Makes minor administrative decisions requiring a wide knowledge of organization, policies, and practices; often functioning as a liaison for Administration, resolving some items of a non-technical nature while reporting technical areas to the IT Staff.
• Assist with preparation of presentation materials.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Assists in providing oral and written communication as well as other pertinent administrative services to the Director in a timely manner.

PERFORMANCE CRITERIA:

• Ensures department activities run smoothly and efficiently
• Must be very organized and able to prioritize tasks.
• Ability to perform secretarial and clerical duties with deliberate speed and accuracy without immediate and constant supervision. 
• Must be friendly, personable and able to build harmonious working relationships with clients, co-workers and the general public.
• Ability to exercise good judgment in recognizing scope of authority and protecting confidential information a must.

REQUIRED SKILLS AND SPECIALISED TECHNIQUES:

• Good human relations skills.
• Good planning and organizational skills.
• Interpersonal skills
• A critical respect and appreciation of time management.
• Ability to communicate effectively both in oral and written formats.
• Ability to work on own initiative.
• Talent in negotiations and networking
• Good knowledge of supplier or third party management software
• Aptitude in decision-making and working with number
• Good reasoning power and judgement skills.
• Attention to details in the performance of duties.
• Must have a high level of confidentiality.