Senior Officer - Administration

Position Summary

As the Officer / Senior Officer – Administration for IS&T, this role serves as a strategic administrative partner to the SVP of Enterprise Architecture. The position ensures seamless office operations, anticipates executive needs, and fosters a proactive, organized, and collaborative environment. The ideal candidate is a trusted co-pilot—detail-oriented, eager to learn, personable, and forward-thinking—with a strong learning mindset and fluency in Microsoft 365 tools.

Primary Responsibility

• Professionally manages incoming calls, providing accurate information, taking messages, or redirecting inquiries as appropriate.
• Drafts/distributes meeting notes, correspondence, and reports with attention to detail and clarity. Proactively prepares supporting materials.
• Manages complex calendars and schedules, anticipating conflicts and ensuring alignment with priorities. Coordinates meetings and events with precision.
• Plans and arranges meetings, conferences, and travel for the SVP and team, ensuring seamless logistics and proactive itinerary management.
• Prepares accurate meeting minutes and ensures timely follow-up on action items.
• Maintains organized digital and physical filing systems using Microsoft 365 tools (e.g., OneDrive, SharePoint) to ensure easy access and version control
• Conducts research and information retrieval to support SVP and team decision-making, using internal systems and online resources.
• Manages email communications and coordinates information flow across teams and external partners, ensuring timely and professional exchanges.
• Oversees office operations for IS&T, including procurement & inventory of supplies, ensuring a well-equipped and efficient workspace.
• Operates office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications
• Handles sensitive and confidential matters with discretion, professionalism, and integrity.
• Adapts to evolving priorities and performs additional duties as assigned by management to support departmental success.

Requirements

• Degree in Business Administration, Communications, or Information Technology preferred.
• 3-5 years of experience supporting senior executives in dynamic, fast-paced environments.
• Demonstrated mastery of Microsoft 365 tools (Outlook, Teams, SharePoint, Excel, PowerPoint, Word).
• Exceptional organizational skills with a proactive mindset and attention to detail.
• Strong interpersonal skills with a warm, professional demeanor and sense of humor.
• Proven ability to manage multiple priorities independently and anticipate executive needs.
• High emotional intelligence, discretion, and ability to build trust across teams.
• Passion for continuous learning and process improvement.
• Ability to maintain discretion and confidentiality is of utmost importance.