Executive Secretary

Job Purpose

This position will be responsible for:

• managing administrative tasks, coordinating office activities, and providing support to IT staff and leadership. This role will play an important role in ensuring the smooth and efficient operation of the IT department and supporting the achievement of organizational goals.
• developing and implementing communication strategies to effectively communicate IT initiatives, projects, and updates to internal stakeholders, including employees, executives, and IT teams. This role will play a critical role in fostering transparency, alignment, and engagement across the organization’s IT initiatives.

Job Responsibilities

• Manage the IT department’s administrative functions, including coordinating meetings, scheduling appointments, and maintaining calendar for CTO.
• Develop and execute a comprehensive IT communication strategy to ensure clear, consistent, and timely communication of IT initiatives, projects, and updates to internal stakeholders.
• Coordinate office activities and events, such as team meetings, training sessions, and workshops, and ensure all logistical arrangements are in place.
• Assist with budget management, expense tracking, and invoice processing for the IT department, ensuring accuracy and compliance with financial policies and procedures.
• Defining KPIs and managing the performance of the administrative team (Driver/IT Assistant) ensuring efficient and timely support to the office operations.
• Maintain electronic and physical filing systems, records, and databases, ensuring accuracy, completeness, and accessibility of information.
• Develop and maintain process documentation library, including standard operating procedures (SOPs), work instructions, and process maps, to ensure clarity, consistency, and compliance with regulatory requirements.
• Processing all the online purchases and facilitating accounts reconciliation in coordination with ART, IT Procurement and GFD.
• Monitoring the offsite vaulting of critical data backups and conducting tape library inventory, ensuring secure movement and storage of backup tapes between remote servers and data integrity.
• Perform general office tasks, such as photocopying, scanning, filing, and organizing documents, to ensure the efficient operation of the IT department.
• Create compelling and engaging communication materials, including newsletters, emails, presentations, videos, and other collateral, to effectively convey key messages and information to target audiences.
• Collaborate with IT leaders and project managers to gather information, updates, and insights on IT projects, initiatives, and achievements to incorporate into communication materials.
• Coordinate with cross-functional teams, including HR, marketing, and corporate communications, to align IT communication efforts with overall organizational goals and objectives.
• Manage internal communication channels, such as intranet sites, collaboration platforms, and social media channels, to disseminate IT-related information and foster engagement and collaboration among employees.
• Provide communication support for IT change management initiatives, including stakeholder analysis, and communication planning to ensure successful adoption of IT changes and enhancements.
• Monitor and measure the effectiveness of IT communication efforts, including tracking key performance indicators (KPIs), gathering feedback, and making recommendations for continuous improvement.
• Stay informed about industry trends and best practices in IT communication and incorporate innovative approaches and technologies to enhance communication effectiveness and reach.

Additional responsibilities:

• Responding to VIP Requests from the Shareholders
• Managing the business and personal IT and telecommunication requirements of Shareholders in coordination with DU, Etisalat & 3rd party suppliers
• Document current-state and future-state process flows, including process inputs, outputs, roles, responsibilities, and dependencies.

Job Requirements

• Bachelor degree in Business Administration, Information Technology or a related field.
• 7+ years of experience in office management, administrative support, or related roles, preferably in a corporate or technology-driven environment.
• Strong organizational and time management skills, with the ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities in a fast-paced environment.
• Excellent communication and interpersonal skills, with the ability to interact professionally and effectively with stakeholders at all levels of the organization.
• Strong writing and editing skills, with the ability to craft clear, concise, and compelling communication materials for a variety of audiences and channels.
• Experience with project management principles and methodologies, with the ability to manage multiple projects and deadlines simultaneously.
• Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
• Attention to detail and accuracy, with a commitment to delivering high-quality work and maintaining confidentiality.
• Proactive and resourceful problem solver, with the ability to anticipate needs, take initiative, and find creative solutions to challenges.
• Ability to work independently with minimal supervision and as part of a team, demonstrating flexibility, adaptability, and a positive attitude.