Secretary

The Secretary to the CIO provides comprehensive administrative and coordination support to the Chief Information Officer. This position is responsible for managing the CIO’s schedule, communications, meetings, documentation, and follow-up activities to ensure the smooth and effective operation of the CIO Office.

The role requires strong organizational skills, discretion, attention to detail, and the ability to coordinate with senior leaders, internal departments, vendors, and other stakeholders.

Key Responsibilities

Executive and Administrative Support

• Manage the CIO’s calendar, appointments, meetings, and daily schedule.
• Prioritize meeting requests and ensure the CIO’s time is managed effectively.
• Prepare meeting agendas, presentation materials, reports, and supporting documents.
• Organize and maintain confidential documents, correspondence, and electronic files.
• Handle incoming communications and coordinate responses on behalf of the CIO when required.
• Prepare letters, memos, emails, and other business correspondence.

Meeting Coordination and Follow-Up

• Coordinate CIO leadership meetings, IT management meetings, project reviews, and other strategic discussions.
• Prepare meeting invitations, agendas, attendance lists, and relevant materials.
• Record accurate minutes of meetings, key decisions, and agreed action items.
• Monitor action items and follow up with responsible stakeholders to ensure timely completion.
• Maintain a tracker for key initiatives, decisions, deadlines, and deliverables under the CIO Office.

Stakeholder Coordination

• Act as the primary administrative contact between the CIO and internal or external stakeholders.
• Coordinate communication with business units, senior management, technology partners, consultants, and vendors.
• Support the CIO in maintaining effective relationships with key stakeholders.
• Ensure important information and requests are communicated accurately and promptly.

Travel and Event Arrangements

• Arrange business travel, including transportation, accommodation, itineraries, and required documents.
• Coordinate internal meetings, workshops, town halls, leadership sessions, and technology-related events.
• Prepare travel expense reports and supporting documentation in accordance with company policies.

Documentation and Reporting

• Maintain an organized filing and document management system for the CIO Office.
• Support the preparation and consolidation of IT reports, management presentations, budgets, and project updates.
• Ensure documents submitted for the CIO’s review or approval are complete and properly formatted.
• Manage confidential and sensitive information with a high level of discretion.

General Office Support

• Coordinate administrative requirements for the CIO and IT leadership team.
• Support procurement administration, purchase requests, invoices, and vendor documentation when required.
• Monitor office supplies and other operational requirements for the CIO Office.
• Perform other administrative duties assigned by the CIO.

• Bachelor’s degree or Diploma in Business Administration, Secretarial Studies, Management, Communication, or a related field.
• Minimum 3–5 years of experience as an Executive Secretary, Personal Assistant, or Executive Assistant.
• Experience supporting a Director, C-level executive, or senior leader is preferred.
• Experience working in an information technology, shared services, financial services, or corporate environment is an advantage.
• Tech Savy and familiar with AI tools such as Claude, chatgpt and other AI tools
• Comfortable using digital collaboration and meeting platforms