IT Administrative Assistant (1 Year Contract)

Purpose

The IT&D Administrator serves as the primary administrative and operational support resource for the IT&D Director and the broader IT&D function. This role is responsible for managing administrative activities, coordinating communications, supporting leadership meetings, tracking key initiatives, and vendor administration, and ensuring efficient execution of day-to-day operational processes.

The position requires strong organizational skills, attention to detail, discretion in handling confidential information, and the ability to work effectively across functions and geographies.

Job Responsibilities

Executive Support to IT&D Director

• Provide comprehensive administrative support to the IT&D Director.

• Manage the Director's calendar, scheduling meetings, appointments, and travel arrangements.

• Coordinate regional and global leadership meetings, workshops, and offsite events.

• Prepare presentations, reports, agendas, minutes, and other business documentation.

• Screen and prioritize communications, correspondence, and meeting requests.

IT&D Function Administration

• Act as the central coordination point for administrative activities within the IT&D organization.

• Maintain organizational charts, distribution lists, team directories, and departmental records.

• Manage meeting schedules, room bookings, logistics, catering, and event coordination.

• Ensure proper documentation and maintenance of departmental records and policies.

Budget and Financial Administration

• Support IT&D budget tracking and administrative financial activities.

• Process purchase requests, purchase orders, invoices, and expense claims.

• Coordinate with Procurement, Finance, and external vendors regarding contracts and payments.

Vendor and Contract Coordination

• Coordinate administrative activities related to IT vendors and service providers.

• Track contract renewals, license renewals, and vendor documentation.

• Monitor key vendor administrative deliverables and payment milestones.

• Support vendor onboarding and compliance documentation processes.

Communication and Reporting

• Prepare and distribute internal communications, announcements, and meeting materials.

• Maintain departmental communication channels and collaboration platforms.

Compliance and Documentation

• Maintain departmental documentation and filing systems.

• Ensure adherence to company policies related to procurement, travel, expenses, and records management.

• Support audit activities by organizing and providing required documentation.

• Handle confidential information with professionalism and discretion.

Job Requirements

Education

• Bachelor's degree in Business Administration, Information Technology, Management, or related field.

Qualifications

• 3-5 years of experience in administrative, executive assistant, business support, or office management roles.

• Experience supporting senior executives or department heads is highly preferred.

• Experience in a technology, IT, or digital function is an advantage.

Skills and Competencies

Technical Skills

• Proficiency in Microsoft Office 365 (Outlook, PowerPoint, Excel, Word, Teams, SharePoint).

• Strong presentation and document preparation skills.

• Experience with budget tracking and administrative reporting.

• Familiarity with procurement and vendor management processes.

Behavioral Competencies

• Excellent organizational and time management skills.

• Strong attention to detail and accuracy.

• Professional communication and stakeholder management skills.

• Ability to manage multiple priorities and deadlines.

• High level of integrity and confidentiality.

• Proactive, self-motivated, and solution-oriented mindset.

• Strong coordination and follow-up capabilities.

• Ability to work independently and collaboratively across cultures and regions.