Executive Assistant

Innovation & Operational Excellence

• Provide general administrative support to executives, including calendar management, meeting coordination, and travel arrangements.

• Maintain confidential files, records, and data for easy access.

• Seek out opportunities to enhance operational excellence and drive continuous improvement across all ICT business activities

• Support regional resourcing efforts to promote optimal staffing combinations for projects and to maximize colleague productivity

• Contribute to ICT’s global and regional Excellence initiatives, particularly where there is an ensuing change in policy, process or tool.

Financials

• Actively support ICT financial objectives by driving operational efficiencies, cost containment and a continuous improvement agenda

• Oversee license and subscription activity, including usage and renewal

• Perform filing of all billing and invoicing documentation and correspondence. Stay abreast of changes and/or improvements in Oracle/EPM processes and functions; communicate with Finance colleagues as appropriate and provide guidance as billing questions arise

People

• Develop and maintain a working knowledge of ICT’s people map to provide guidance around recruitment, onboarding (in conjunction with HR).

• Develop and maintain a profile as key point of contact for corporate functions (including HR, Finance, Legal, Compliance, Privacy etc.) and support corporate-led processes, policies and initiatives in a way that is meaningful to ICT’s business.

• Work closely with business leaders, HR and other stakeholders to champion and execute people focused business initiatives including all-colleague communications (e.g. Weekly Round-up, Quarterly Results Communications and Town Halls) and learning and development programs (e.g. ‘Learn Athons’, Graduate Induction, other strategic/tactical education series).

• Drive purposeful engagement across the team – giving the team a chance to interact and be competitive. Further provide logistical and administrative support for any events – for team /internal senior leadership / client events. Coordinate all logistics for internal and external meetings, conferences, and events, including booking travel, accommodations, venues, and catering. Coordinate with vendors, suppliers, and other service providers to ensure seamless event and operational execution. Handle post-event follow-ups and debriefs, ensuring all tasks and outcomes are documented.

Client

• Seek out opportunities for continuous improvement in the processes and tools that relate to client management, pipeline management and sales

• Support consultants with the development of marketing materials, proposals, contracting documents and reports using appropriate templates, and within agreed timelines

• Support colleagues with recording all relevant information in relevant internal tools in a timely and accurate manner

• Coordinate and manage multiple ongoing projects, ensuring milestones, deadlines are met. Prepare and track project schedules, timelines, minutes of meeting and progress reports.

• Organize resources, meetings, and tasks to ensure smooth project execution.

• Monitor project risks and escalate any potential issues to leadership in a timely manner.

The Requirements – Skills and Qualifications

• Excellent organisational skills

• Results driven with the ability to succeed in a multi-tasking environment.

• Ability to remain focused on the big picture, prioritising underlying and often competing tasks.

• Ability to quickly build and maintain trusted relationships through effective communication, collaboration and efficient, quality execution.

• Exceptional stakeholder management capabilities, being able to influence without authority.

• Outstanding communication skills through a variety of mediums.

• Skilled in conveying leadership messaging in the form of written communications to large groups.

• Proficiency across Office 365 suite, including a high level of competence in manipulating and analysing data in Excel, presenting information in PowerPoint / Word, and leveraging collaboration platforms.

• High degree of verbal and written fluency in English.

• Self-driven learner and achiever, looking to succeed through teamwork, collaboration, decisiveness and integrity in all aspects of work.

• Negotiation and problem-solving skills