Executive Assistant -EA.Technology Information

Mission/ Core purpose of the Job
To provide support and service to the Information Technology Office through a variety of administrative tasks and is trusted with complex duties and sensitive information.

• To act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage executive’s calendars and schedule meetings
  

Key Activities & Responsibilities
Operational deliverables
Ensure the smooth running of the office, working with the Information Technology Executive and also other executives, work on a wider basis with internal and external clients
Acting as the point of contact between the Information Technology Executive and other Executives and internal or external colleagues
Manage the Information Technology Executive’s Office on a day-to-day basis, and ensure that it is always accurate and on time
Manage the Information Technology Executive’s diary to ensure all bookings, meetings requested and appointments are coordinated, booked and scheduled expertly and to minimise time wastage between appointments

Assist with coordinating all social events connected to the Information Technology Executive’s office. This includes the preparation of costing, managing the budget and coordinating all activities for the success of the events.
Tactfully manage sensitive matters and information regarding particular issues within the Information Technology Department
Make all travel arrangements for the Information Technology Executive and Leadership team and ensure everything is ready prior to date of travel along with the detailed travel itineraries

Documentation and Filing
Develop and maintain an efficient documentation and filing (electronic and hard) process
Cross-examine documents for the Information Technology Executive’s review to ensure quality control and the compliance of MTN policies
Process all requisitions for the Information Technology Executive’s office
Ensure adequate preparation for meetings by ensuring both incoming and outgoing documents are issued and received on time

Minute taking
Take accurate minutes at meetings, prepare, verify the meeting minutes and then distribute to all attendees within agreed timeline (within 24hrs)
Ensure that Agenda items are listed and that action items are updated and clear

Reporting and Communication
Collate monthly activity reports from the different units within the assigned department for the Information Technology Executive’s review
Perform quality control checks on the Information Technology Executive’s presentations, to ensure proper formatting and elimination of errors
Respond to Client Queries on all issues and immediately escalate to the Leadership Team
Communication of DOA etc. from the Desk of the Information Technology Executive
Handle assigned Information Technology Executive’s internal and external designated correspondence
Assist the Information Technology Senior Manager: Business Operations with reporting and project tracking where required and other duties when required

Education, Skills and Experience
Education
• Diploma in Office Administration/Management or similar

Experience
5-8 years executive support working experience
• Proficient in Microsoft Office (Outlook, Word, Excel,and Power Point) and Adobe Acrobat

Skills
• Well-organised
• Time management skills
• Work independently
• Resourceful
• Innovative and proactive
• Ability to work under pressure
• Good communication skills – verbal and written
• Resilience