Senior Executive Assistant / Executive Assistant, IT (8 to 10 months)

Yayasan MENDAKI; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading organization in Singapore is seeking an Executive Assistant to support the Digital Information Technology Department. The role involves operational management of ICT systems, vendor contract management, and assisting in software development. Candidates should have relevant experience and a diploma in Information Systems or Computer Science.

Qualifications

• 2 – 3 years of relevant professional experience preferred.
• Diploma in Information Systems, Computer Science, or equivalent from any recognised institution.
• Good understanding of Project Management Skills is required.

Responsibilities

• Support the operational management of the organisation’s ICT systems.
• Assist in the development and execution for software solutions.
• Manage vendor relationships and assist with contracts’ documentation.

Skills

Project Management Skills

Interpersonal Skills

Creative Thinking

Analytical Thinking

Collaboration

Education

Diploma in Information Systems

Diploma in Computer Science

Job description

Job Summary
The Executive Assistant, DIT supports the department in the operational management of the organisation’s ICT systems and activities. He/she is also responsible for assisting in the development and execution for software solutions to meet the needs of various departments.

The incumbent is expected to work from between 8:30 a.m. to 6:00 p.m. on weekdays. Although he/she is largely expected to work in an indoor environment, he may be required to work over weekends and public holidays to support in organisation events

Key Responsibility Areas

Systems Monitoring and Management

• Understand MENDAKI, Digital Transformation and Roadmap.

• Support the Senior Executive Officer, Manager, in supporting the Application Tower within DIT department.

• Support to ensure the existing and current system applications such as CRM (CCIS), SharePoint, Corporate Website and Business Central (BC) and Human Resource Information (HRiQ) systems operate effectively and efficiently.

• Ensure all Helpdesk applications tickets are follow up, closed and resolved daily.

• Ensure and submit all applications vendor payment are raised on time within the BC systems for Head of Department (HOD) approval.

• Assist ad-hoc change request and regular system enhancements, roll out activities and implementation.

• Assist in the development as well as management of user requirements for system enhancements and liaise with vendors to execute enhancements.

• Perform testing upon all change requests as required.

• Perform department administrative (DA) role to Digital Information Technology Department (DIT).

• Responsible in weekly department meeting schedule and logistics arrangement.

• Responsible in drafting DIT weekly department minutes for HOD approval within 3 days upon completion of meeting.

• Responsible in maintaining DIT organization chart for HOD approval.

• Responsible in maintaining staffs onboarding slides for HOD approval

• Responsible in providing basic training to new staffs on board on the proper use of corporate systems.

• Assist and provide inputs to Supervisor, Manager in drafting SOPs for DIT.

• Provide onsite support to satellites office if required.

• Personal Assistant to HOD.

Vendor and Contract Management

• Assist with contracts’ documentation and vendor relationships.

• Assist with the subscription registrations and contract renewals are processed and completed accurately.

• Assist to raise Purchase Orders (PO) and process invoices received.

• Support the publication, documentation and administration for ITQ, RFP and Tenders if requested.

Others

• Any other duties as assigned by the Supervisor, Manager and HOD.

Requirements

• 2 – 3 years of relevant professional experience preferred

• Diploma in Information Systems, Computer Science, or equivalent from any recognised institution

• Good understanding of Project Management Skills is required.

• Good interpersonal skills and ability to manage stakeholders across different levels

• Creative and analytical thinking ability

• Able to work independently.

• Able to work in a team with collaboration.