Digital Technology Department Office Secretary

Role Overview

Digital Technology Department Office Secretary at BlackStone eIT, providing essential administrative support to the Digital Technology Department.

Company Overview

BlackStone eIT is an innovative organization with a Digital Technology Department requiring dedicated administrative coordination.

Role Purpose

Deliver comprehensive administrative and secretarial support to Digital Technology leadership and project teams, ensuring smooth operations, effective internal and external communication, and accurate document and vendor management.

Key Responsibilities

Secretarial and Administrative Support

• Provide secretarial and administrative support to DT leadership and project teams.
• Manage calendars, meetings, agendas, and minutes of meetings.
• Support meetings, workshops, and DT office activities.
• Create executive meeting presentations.

Correspondence and Documentation

• Handle official correspondence, emails, and document control.
• Maintain accurate records, reports, and project documentation.

Vendor and Procurement Management

• Support Commissioning Certificate and Goods Receipt Notes (GRN) creation and approval tracking.
• Manage vendor records and support vendor coordination activities.
• Manage vendor invoicing, verification, submission, and payment follow-ups.
• Liaise with Finance, Procurement, and vendors to resolve billing and payment issues.

Operational Support

• Manage travel and seating arrangements.

Qualifications & Experience

• Diploma or Bachelor's degree in Business Administration or related field.
• Proven experience in an administrative or secretarial role, with Digital Technology, IT, or PMO experience preferred.

Skills & Competencies

• Proficiency in MS Office.
• Basic understanding of invoicing and vendor processes.
• Strong communication skills.
• Strong organization skills.
• Strong multitasking skills.
• Ability to work independently with attention to detail.