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IT Committee Secretary (Senior Manager) - Leading Enterprise


9 August 2023

Hong Kong

Our client is a leading enterprise in its domain, undergoing major innovation and digital transformation across the organization. They are currently seeking a highly skilled and organized professional to join the team as an IT Committee Secretary to host and organize Management Meetings and a Steering Committee.

Position Summary:

The IT Committee Secretary (Senior Manager) will be responsible for supporting the IT steering committee and management meeting by providing administrative, logistical, and strategic support. This position requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Management Meeting Coordination:

  • Collaborate with executive leadership to plan, organize, and schedule management meetings, ensuring optimal use of participants' time and resources.

  • Prepare meeting agendas, presentations, and minutes, capturing key discussion points, decisions, and action items.

  • Work closely with different departments to gather inputs, reports, and data required for the management meeting.

  • Distribute meeting materials in advance, ensuring all relevant documents are complete and accurate.

Steering Committee Support:

  • Assist in the organization and planning of IT steering committee meetings, including scheduling, logistics, and materials preparation.

  • Develop and maintain a repository of committee materials, such as meeting minutes, charters, and project updates.

  • Support the committee chair in generating strategic reports, progress updates, and presentations to senior management and stakeholders.

  • Coordinate with various teams to gather inputs, analyze data, and provide relevant information for committee discussions.

Communication and Follow-up:

  • Ensure effective communication flows between committee members, stakeholders, and the management team.

  • Follow up on action items and decisions made during meetings, tracking progress and resolutions.

  • Prepare and distribute accurate and timely meeting minutes and reports, capturing the key outcomes and next steps.

  • Assist in implementing and monitoring project plans, highlighting any potential risks or issues to the committee.

Documentation and Compliance:

  • Maintain accurate and up-to-date committee records, maintaining confidentiality in handling sensitive information.

  • Develop and update committee policies, procedures, and charters, ensuring alignment with company guidelines and industry best practices.

  • Prepare and analyze performance metrics, identifying areas for improvement and proposing actionable recommendations.

  • Assist in conducting periodic evaluations of the IT steering committee's effectiveness and make recommendations for enhancements.

Qualifications and Requirements:

  • Bachelor's degree in business administration, information technology, or a related field.

  • Proven experience in a similar role, preferably in a large enterprise or complex organizational environment.

  • In-depth knowledge of IT governance, project management, and organizational processes.

  • Excellent written and verbal communication skills, with a strong attention to detail.

  • Ability to liaise with senior executives, operational teams, and cross-functional stakeholders.

  • Proficiency in Microsoft Office Suite and collaboration tools.

  • Strong analytical and problem-solving abilities, with a proactive approach to identifying and addressing issues.

  • Flexible and adaptable, able to work independently and prioritize tasks efficiently.

  • Familiarity with regulatory and compliance requirements related to IT governance is a plus.

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