Secretary

Job Purpose

Provide comprehensive executive and administrative support to the Chief Digital & Information Technology Officer by managing schedules, communications, meetings, travel, stakeholder coordination, documentation, and follow-ups. The role serves as a key interface between the Chief Digital & IT Officer and internal as well as external stakeholders, ensuring smooth functioning of the office and effective execution of administrative and coordination activities.

Job Context

The role operates in a fast-paced digital transformation environment involving interactions with senior leadership, business stakeholders, technology teams, vendors, consultants, and external partners. The incumbent is responsible for managing the Chief's office, ensuring seamless coordination of meetings, reviews, governance forums, strategic initiatives, and confidential communications while maintaining high standards of professionalism, discretion, and responsiveness.

Key Responsibilities

1. Executive Calendar & Schedule Management

• Manage and prioritize the Chief Digital & IT Officer's calendar, appointments, meetings, reviews, and travel schedules.
• Coordinate leadership meetings, governance reviews, and business discussions across functions.
• Ensure optimal utilization of time through proactive planning and scheduling.

2. Meeting Coordination & Follow-ups

• Organize leadership meetings, steering committee reviews, vendor discussions, and business forums.
• Prepare meeting agendas, collect inputs, circulate materials, and maintain records of discussions.
• Track action items and ensure timely closure through regular follow-ups with stakeholders.

3. Communication Management

• Screen, prioritize, and coordinate communications, emails, correspondence, and requests addressed to the Chief.
• Draft professional communications, presentations, reports, and office notes.
• Act as a liaison between the Chief's office and internal/external stakeholders.

4. Travel & Logistics Management

• Manage domestic and international travel arrangements including itineraries, accommodation, transportation, and expense documentation.
• Coordinate logistics for offsites, leadership workshops, conferences, and external engagements.

5. Documentation & Information Management

• Maintain confidential records, presentations, reports, contracts, and official documents.
• Facilitate systematic filing and retrieval of records and correspondence.
• Support preparation of leadership dashboards, management reviews, and presentation materials.

6. Stakeholder Coordination

• Coordinate with Business Heads, Functional Leaders, Technology Teams, HR, Finance, Procurement, and external partners.
• Facilitate timely information flow and ensure alignment on key meetings, reviews, and deliverables.

7. Office Administration & Governance Support

• Support coordination, invoice processing, and administrative requirements of the Chief's office.
• Track compliance with organizational policies, approval processes, and governance requirements.