Executive Assistant to CIO

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Chief Information Officer (CIO). The successful candidate will handle a wide range of executive and administrative support-related tasks, working independently with little or no supervision. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality, is crucial to this role.

JOB RESPONSIBILITIES: -

Calendar Management:

• Efficiently manage the CIO's calendar, including scheduling appointments, meetings, and travel plans.
• Proactively address scheduling conflicts, prioritize appointments based on urgency and importance, and ensure the CIO is well-prepared for all engagements.
• Prepare daily itineraries and provide timely reminders for upcoming engagements.

Document Preparation and Proofreading:

• Draft, edit, and proofread various documents, including emails, reports, presentations, and other correspondence, ensuring accuracy, clarity, and professionalism.
• Maintain and organize digital and physical document files for easy access and retrieval.
• Ensure all documentation adheres to company standards and branding guidelines.

Meeting Coordination:

• Schedule, organize, and coordinate internal and external meetings, including preparing agendas, booking meeting rooms, arranging necessary equipment, and ensuring all logistics are handled.
• Attending meetings to take detailed minutes and follow up on action items to ensure timely completion.
• Manage and track meeting outcomes and commitments, ensuring follow-through on deliverables.

Travel Arrangements:

• Coordinate complex travel itineraries, including booking flights, accommodations, ground transportation, and preparing travel expense reports.
• Ensure all travel arrangements are cost-effective, align with company policies, and are planned with consideration for the CIO's preferences and needs.
• Provide comprehensive travel briefings and support to ensure smooth travel experiences.

Presentation and Slide Preparation:

• Create and design high-quality presentation slides for meetings, conferences, and executive briefings using PowerPoint and other tools.
• Ensure that all presentations are visually appealing, professionally formatted, and effectively convey the intended message.
• Assist in the development of content and visuals to support the CIO's strategic initiatives and communications.

Contract and Vendor Management:

• Oversee the contract lifecycle from initiation to renewal, ensuring compliance with company policies and legal requirements.
• Maintain a database of vendors, manage vendor relationships, and resolve any issues or discrepancies.
• Negotiate contract terms and conditions, ensuring favorable terms for the company and effective service delivery from vendors.

Stakeholder Communication:

• Liaise and communicate effectively with internal teams and external partners on behalf of the CIO.
• Ensure all communications are clear, professional, and aligned with the organization's objectives and strategic priorities.
• Act as a point of contact for the CIO, managing incoming communications and prioritizing responses.

Data Collection, Analysis, and Reporting:

• Collect, analyze, and report data to support the CIO in making informed decisions.
• Utilize Business Intelligence (BI) tools to generate insightful reports, dashboards, and presentations.
• Conduct research and compile information to support strategic planning and decision-making processes.

Confidentiality and Discretion:

• Maintain the highest level of confidentiality and handle sensitive information with discretion.
• Ensure all interactions and communications are conducted with professionalism and integrity.
• Adhere to ethical standards and company policies in all aspects of the role.

JOB REQUIREMENTS: -

• At least Bachelor’s degree in business administration, Management, or a related field.
• At least 3 years proven experience as an Executive Assistant or in a similar administrative role. Experience in the IT industry is a strong advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with Project Management or Business Intelligence (BI) tools is a strong advantage.
• Strong multitasking abilities with high attention to details.
• Strong problem-solving skills.
• Excellent verbal and written communication skills in English; proficiency in Mandarin is an added advantage.
• Willing to travel occasionally both domestic and international.

WORKING LOCATION & WORKING HOUR: -

• Sunway Geo Avenue (Office will relocate to The Ascent @ Paradigm Mall around Q4 2024)
• Monday - Friday (Regular Working Hour)

WHAT'S IN IT FOR YOU?

• 13th month salary
• Medical, Dental and Optical benefits
• Free-flow snacks and drinks in office pantry
• Smart casual working attire
• Full Attendance Allowance.
• Free Parking [Pay & Claim]
• Young, vibrant and open work culture

Kindly be advised that due to the high number of applications we receive, only candidates who have been shortlisted will receive notifications regarding the status of their applications. We sincerely appreciate your understanding and patience as we carefully review.