Executive Assistant -EA.Technology Information

Executive Assistant

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