Senior Executive - Secretariat (Entity Tech Plans Office)

Position Overview

ETPO - SHS & Agencies is looking to hire a Senior Executive - Secretariat who supports the team's overall staff needs in running the periodic meetings as well as ad hoc meetings/tasks.

Role & Responsibilities

• Assist in collection of data and reporting on the status of strategic, innovation, and cost-containment initiatives within the entity.
• Keep a list of all issues and risks related to these initiatives which need follow up by ETPO.
• Organise and conduct QBP sessions with Entity CIOO to review adhoc and new workplan items, align on prioritization and support system/project teams to secure approvals for prioritized and supported workplan items.
• Schedule and coordinate meetings for both strategic and tactical teams, including weekly entity review sessions, Quarterly Business Review sessions, and internal review sessions with SM
• Send out meeting invitations, track RSVPs, and manage any scheduling conflict
• Organise and arrange for Quarterly Business Review Meeting and monthly CIOMM meeting
• Prepare and distribute meeting agendas in advance, ensuring all relevant topics are covered and necessary materials are provided.
• Record and distribute meeting minutes, highlighting key decisions, action items, and follow-up tasks.
• Maintain an organized repository of meeting documents and ensure accessibility for all team members.
• Support leadership team in entity level governance and management forums where required.
• Support the Entity Planning Director and Deputy Entity Planning Director in tracking and reporting related to Entity Technology Planning function to the respective entities.
• Facilitate communication between strategic and tactical teams, ensuring information flows smoothly and timely.
• Act as a liaison between Synapxe and Entity CIO organizations, ensuring alignment and coordination.
• Operate the entity technology office secretariat email accounts to ensure prompt responses to emails received and route items to the relevant team members for follow up.
• Organize and maintain all project-related documents, including workplans, budgets, reports, and correspondence.
• Ensure document version control and proper archival for future reference in Microsoft Team channels.
• Keep respective MS groups and channels updated.
• Ensure that there is an accurate logging of all issues and risks raised in the ETPO Issue and Risk log.
• Work with the ETPO Plans Manager to follow up on outstanding items and document updates.
• Lead and organize work efforts around secretariat special initiatives.
• Ensure timeline delivery of deliverables related to these initiatives.

Requirements

• Min. Diploma / Degree in Computer/information Sciences 
• At least 2 years of relevant staffing or business analyst experience.
• Analytical skills in managing data in spreadsheets and ability to work independently. Strong ability to handle ambiguity.  
• Ability to multi-task and work under tight timelines.
• Good communication, problem solving, presentation and interpersonal skills. 
• Ability to translate complex content into clear and concise communications to a variety of key stakeholders of different levels.

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