Job Summary:
We are looking for the perfect candidate who provides high-trust executive, administrative, and coordination support to the CDTO and CTO, while serving as the central coordination point for the wider Leadership Team.
The role ensures that leadership priorities, meetings, decisions, actions, communications, and day-to-day administrative requirements are properly organized and followed through. Its purpose is to protect the capacity of the CDTO and CTO, allowing them to focus on transformation, technology, operations, people leadership, and business outcomes.
The role also provides coordination support to the Department Heads for shared leadership activities, governance, reporting, and departmental coordination.
Key Responsibilities:
- Manage the calendars, meeting priorities, schedules, and day-to-day coordination of the CDTO and CTO.
- Organize individual and joint leadership meetings, reviews, workshops, interviews, town halls, and stakeholder engagements.
- Prepare agendas, briefing notes, presentations, meeting materials, and supporting documents.
- Attend selected leadership meetings and capture clear minutes, decisions, action items, owners, and deadlines.
- Maintain action trackers and follow up with Department Heads and stakeholders to ensure commitments are completed.
- Coordinate recurring leadership, governance, and reporting cadences.
- Consolidate updates, risks, decisions, approvals, and information required from the Department Towers.
- Act as the central administrative and coordination contact between the CDTO, CTO, Department Heads, and other business functions.
- Support leadership communications, announcements, memoranda, correspondence, and departmental updates.
- Coordinate travel, visitors, events, meeting logistics, and other executive requirements.
- Maintain organized and controlled leadership records, folders, calendars, contact lists, and confidential documents.
- Help manage competing requests by identifying urgency, resolving scheduling conflicts, and escalating priorities when needed.
- Support onboarding, leadership transitions, organizational activities, and other Department people-related coordination.
- Provide practical day-to-day support to the CDTO and CTO during high-pressure periods.
- Provide coordination support to Department Heads, particularly for shared meetings, governance, reporting, workshops, and departmental activities.
- Handle sensitive information with discretion and ensure that confidential discussions, documents, and decisions are shared only on a need-to-know basis.
Skills / Competencies
- Strong experience in executive assistance, leadership coordination, office management, departmental administration, or a similar role.
- Exceptional organization, scheduling, prioritization, and follow-through.
- Strong written and verbal communication skills.
- Ability to produce clear meeting notes, action summaries, correspondence, and leadership updates.
- High level of discretion, integrity, and professional judgment.
- Comfortable working directly with senior executives and following up firmly but respectfully with leaders and stakeholders.
- Ability to manage multiple priorities, frequent changes, and time-sensitive requests without losing accuracy.
- Strong proficiency in Google Workspace, Microsoft Office, calendars, trackers, presentations, and collaboration tools.
- Ability to distinguish genuinely urgent matters from routine requests.
- Proactive, dependable, and service-oriented, while able to work without constant direction.
- Comfortable handling confidential organizational, people, operational, financial, vendor, and leadership information.
- Experience supporting technology, transformation, project, or multi-functional leadership teams is an advantage.
Success Measures:
- The calendars and priorities of the CDTO and CTO are managed effectively.
- Leadership meetings are well organized, properly documented, and consistently followed through.
- Actions, decisions, approvals, and deadlines are visible and completed on time.
- The CDTO and CTO spend less time on administrative coordination and more time on leadership, delivery, and decision-making.
- Information from the Department Towers is consolidated accurately and available when needed.
- Coordination between Department leadership and other departments becomes faster, clearer, and more consistent.
- Leadership communications and departmental activities are delivered professionally and on time.
- Department Heads receive reliable coordination support for shared leadership and governance activities.
- Confidential information is handled securely, discreetly, and without breach.
- The role becomes a trusted and dependable coordination point across the Department leadership structure.
Role Boundaries
- The role supports and coordinates leadership work but does not make management, project, budget, or prioritization decisions.
- It does not replace PMO, Project Management, HR, Finance, Procurement, or Legal responsibilities.
- The role may attend confidential leadership discussions where required, but access remains strictly need-to-know.
- The role is not intended to become general administrative support for every team employee
- Requests from Department Heads should relate primarily to shared leadership, governance, reporting, and departmental coordination
