Executive Assistant to CIO (m/f)
Published on 08/11/2024
Randstad
- Luxembourg Centre
- Reception / Administration / Office Management
Duties & Responsabilities :
• Work directly with the CIO to support all aspects of his daily work routine.
• Maintain the CIO’s calendar, including scheduling meetings, appointments, engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the CIO, Segment Business and IT teams as well external IT partners. This includes receiving and screening the CIO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other IT staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Drive the Global IT Newsletter - Provide coordination, monitoring, and communication of key IT Highlights (projects and programs managed by the IS/IT Department and the Program Management Office).
• Serve as a primary point of contact between the Office of the CIO and Global IT Expert Committees, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
• Assist the CIO in the development of presentations and white papers for internal and external audiences.
• Determine priority of matters of attention for the CIO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the CIO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, faxing, mail, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the CIO’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
• Delegate role for the IT Purchasing Process and/or HR leaver processes
Education :
• Bachelor’s degree preferred
Skills & Specifications :
• Excellent written and verbal communication skills
• Time-management skills
• Ability to pay attention to detail
• Organization skills
• Ability to multitask
• Basic understanding of frequently used computer software and programs, such as Microsoft Office
• Interpersonal skills
Work experience requirements :
• Three to five years’ prior experience in supporting a senior executive or team
• Familiarity with Steel and/or Manufacturing and/or IT Industry is a plus
Languages :
English: mandatory
French: is a plus
