Executive Assistant- CTIO S Office Orange

Purpose of the job

Responsible for day-to-day operational management of all activities to perform full clerical, administrative and general office duties through providing administrative support to the chief officer and department teams.

Duties and responsibilities

1. Compose and prepare memos, correspondences, agreements, reports and other professional documents using automated systems including Microsoft word, Excel and Power Point.
2. Assist Technology teams in the related admin work.

1. Attend meetings and provide minutes of meeting, agenda and following on action points.
2. Responsible for weekly & monthly reporting, projects filing & documentation.
3. Coordinate & manage department events, meetings, travel arrangements, expenses and manage all document workflow.
4. Gather collective projects information from all teams of the Technology.
5. Manage the filing & record keeping of all employees related documents such as HR, appraisals, headcount, stationary and office supplies, office equipment; new hires or new requests.
6. Ensure facilities requests are communicated and implemented for the chief officer and all Technology teams.
7. Issue and follow up on domestic and international travel arrangements.
8. Plan meeting schedules and events.
9. Prioritize and perform a variety of tasks with minimal direction concerning the chief officer and the Technology teams
10. Use specific knowledge of airlines, airports, ground transportation, cities, and accommodations to make thoughtful, well-planned travel arrangements taking into account individual preferences, budget and time constraints .
11. Conduct productive internet information searches as needed.
12. Handle requests aiming at meeting tight deadlines and rearrange multiple priorities.
13. Prepare expense reports, purchase requisitions, process invoices, and track deliverables and payment status order.
14. Maintain various office supplies and equipment and assist in special projects as needed .
15. Maintain organizational charts, headcount and staffing requisition records from the teams.
16. Responsible for ordering and maintaining supplies for department.
17. Prepare the departments logistics such as stationary, supplies, equipment, etc.
18. Review all documents prior to submission to the Chief Technology & Information Officer to ensure their accuracy and compliance with company policies and procedures with a necessary brief, if needed.
19. Maintain confidentiality with respect to all issues, correspondences and reports.

Job specification

Education

• University Degree from a renowned university.

Experience

• Experience in a senior administrative background or executive support role, with a proven track record of supporting C-level executives in a fast-paced, international environment.

Skills and abilities

• Excellent verbal and written communication skills in English language.
• Manage multiple tasks, prioritize effectively, and maintain attention to detail.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management tools.
• Experience with virtual meeting platforms and project management software is an asset.
• Strong interpersonal skills.
• Flexibility and ability to work beyond regular business hours as needed.