Administrator - Digital & Technology Office

Job Purpose

The Administrator, Office of the Chief Digital & Technology Officer will serve as the primary administrative and coordination hub for the CDTO’s office. The role will act as a key point of contact between the CDTO, ICT leadership, internal departments, business units, and external stakeholders including vendors and partners.

The role will provide comprehensive administrative, coordination, and process support to the Group ICT function to ensure efficient operations, effective communication, accurate documentation, and seamless execution of digital and technology initiatives. The Administrator will also support governance, reporting, and executive-level engagements, ensuring the CDTO’s office operates smoothly, professionally, and in alignment with organizational standards.

Key Responsibilities

General Office & Executive Support

• Act as the first point of contact for the Chief Digital & Technology Officer; proactively manage, screen, and track incoming correspondence, telephone calls, and in-person enquiries, responding where appropriate or escalating/prioritizing for the CDTO’s attention.
• Provide administrative and coordination support to the Office of the CDTO, including tracking ICT and Digital strategy initiatives and action plans, monitoring key project milestones, deliverables, and reporting timelines, coordinating and collating Executive Committee (EXCO) and Board papers relating to ICT and Digital matters, maintaining quality and governance documentation in line with organizational and technology governance standards, liaising with risk, compliance, data protection, and information security functions, handling sensitive, confidential, and privileged ICT and Digital information with the highest level of discretion.
• Act as a communication bridge between the CDTO’s office, ICT leadership, business units, and external stakeholders, maintaining credibility, trust, and strong working relationships.

Calendar & Meeting Management

• Provide complex and proactive calendar management for the CDTO, prioritizing engagements, resolving scheduling conflicts, and ensuring efficient time utilization.
• Organise and coordinate logistics for all meetings involving the CDTO, including internal meetings, vendor engagements, governance forums, and executive sessions.
• Attend ICT leadership, management, and governance meetings as required; accurately record minutes, circulate them in a timely manner, and track action items to completion.

Documentation, Reporting & Records Management

• Develop, maintain, and continuously improve the CDTO office’s paper-based and electronic filing systems, ensuring accurate document management and easy retrieval.
• Oversee the timely receipt, distribution, and dispatch of incoming and outgoing correspondence within the CDTO’s office.
• Draft routine correspondence, memos, briefing notes, and presentations on behalf of the CDTO as required.
• Support the preparation, compilation, and timely submission of ICT and Digital reports, dashboards, and presentations through liaison with relevant teams.
• Act as custodian of all Executive Committee and senior management documentation related to the ICT function.
• Maintain confidential and up-to-date records for the ICT leadership team, in line with HR and data protection requirements.

Finance & Procurement Support

• Process expenses, credit card returns, purchase requisitions, contract administration documentation, and other finance-related duties in line with ICT and organizational policies.

Travel & Event Coordination

• Coordinate local and international travel arrangements for the CDTO, including itineraries, flight bookings, accommodation, visas, and related logistics.
• Coordinate ICT and Digital events, workshops, vendor forums, and executive engagements by providing full administrative and logistical support.

Stakeholder & Team Support

• Maintain effective relationships with internal stakeholders, vendors, and partners by facilitating communication, resolving administrative issues, and supporting service delivery engagements.
• Ensure continuity of operations within the CDTO’s office by documenting processes, identifying gaps or inefficiencies, and recommending improvements.
• Maintain clear and efficient communication channels between the CDTO’s office, Executive Committee, Board (where applicable), internal departments, and external stakeholders to ensure a professional interface and high-quality service delivery.
• Receive, collate, and track emerging ICT and Digital issues, risks, and escalations from stakeholders, ensuring appropriate follow-up.
• Assist in recruitment, onboarding, and induction processes for the ICT and Digital teams, including coordination of documentation and schedules.
• Provide ongoing administrative support to the ICT leadership team and broader department.
• Perform any other duties as may be assigned from time to time in support of the Office of the Chief Digital & Technology Officer.

Knowledge, Experience & Qualifications Required

• University degree in Business Administration, Information Technology, Management, or a related field.
• Relevant professional certification or training in administration, project coordination, or ICT governance will be an added advantage.
• Understanding of ICT operations, digital transformation initiatives, technology governance, and enterprise processes.
• Minimum of 4–6 years’ experience providing executive administrative support to a senior leader or Head of Department, preferably within an ICT, Digital, or technology-driven environment.

Technical / Functional Competencies

• Strong organizational and time management skills with the ability to prioritize and meet tight deadlines.
• High proficiency in Microsoft Office applications (Word, PowerPoint, Excel, Outlook).
• Strong records and information management skills.
• Excellent planning, coordination, and attention to detail.
• Strong written and verbal communication skills with the ability to prepare professional executive-level documentation.