Senior Executive Assistant - Group I.T

Summary

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 Musson 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

Benefits

• • Health Insurance
• • Life Insurance
• • Pension
• • Lunch Subsidy
• • Others

Responsibilities

• • Administration support to the ICT Director
• • Plans/organizes and implements Projects
• • Manages executive schedule for the IT Director
• • Plan company events, meetings, and employee team building activities or special projects. ∙ Data Privacy Administration
• • Collaborate with key persons to ensure clarity of the specifications for compliance to regulatory stipulations
• • Handles confidential information; organizes and maintains files
• • Assist with preparation of presentation materials
• • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• • Prepares information and research for executive needs arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• • Ensure that all correspondence and reports are processed in a timely manner.
• • Preparation of budget and other presentations
• • Manages all procuring of IT related equipment and services across companies.
• • Track and report key functional metrics to reduce expenses and improve effectiveness
• • Collaborate with key persons to ensure clarity of the specifications and expectations of the company
• • Closed user group administration
• • Finalize purchase details of orders and deliveries
• • Examine and test existing contracts
• • Track and report key functional metrics to reduce expenses and improve effectiveness ∙ Conduct Vendor due diligence
• • Expect unfavorable events through analysis of data and prepare control strategies ∙ 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 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.
• • 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 relevant personnel.

Required Skills

• • 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.

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