IT ASSISTANT / PROJECT ASSISTANT

• Provide administrative and clerical support to the Project Manager, project members and vendor • Assist in document distribution, scanning, copying, uploading, etc.
• Handle requests for information and data, seeking clearance from the project team as appropriate
• Draft official memo and any formal communication
• Assist in the preparation of general reports and correspondence
• Coordinate setting up of accounts with vendors as needed (e.g. request for laptop and accounts for testing)
• Administer contracts and payments
• Coordinate vendor travel, accommodations, expenses and reimbursements

a. Event Coordination Function:

• Maintain the project calendar (i.e. schedule of meeting, workshops and other events)
• Coordinate meetings and appointments (schedule, agenda, invites, materials and logistics, equipment, etc.). Attend meetings, take attendance, assist in taking down meeting notes, and preparation of minutes.
• Coordinate project activities, workshops and other events (e.g. schedule, agenda, invites, banners/directionals, food, materials, logistics, equipment, registration, etc.). Assist in onthe-day event coordination and facilitation as required.
• Coordinate the production/compilation of documents and information materials required during meetings and events (e.g. handouts, references, program, registration sheets, name plates, presentation files, etc.)
• Ensure service maintenance is promptly available as would be required for all equipment/services and facilities in and around the meeting/event rooms

b. Other duties that may be assigned as reflected in the incumbent’s work plan.

• Computer proficiency in a Windows environment using MS Office (Excel, Word, PowerPoint) and Visio
• Good communications skills – written, verbal and presentation
• Good organizational skills
• High level administration and report writing
• Highly organized with the ability to prioritize workload and adjust to the needs of the service

• Good interpersonal skills and ability to work as part of a team
• Ability to communicate effectively at a number of different levels and methods
• Ability to work in a self-directed, fast-moving, results-oriented environment

• Displays proficiency using standard office equipment (fax, photocopier, scanner, recorder) and office applications (MS Office)
• Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills

• Interacts professionally with clients and team members at all times
• Promptly responds to requests with accuracy and courteous demeanor

• Exhibits sound judgment and the ability to make reasonable decision in the absence of direction
• Swiftly refers problems and/or issues to the appropriate person/s when necessary
• Works effectively without constant and direct supervision
• Demonstrates the ability to foresee problems and prevent them by taking proactive action
• Demonstrates the ability to skillfully and promptly deal with difficult situations related to the performance of his/her roles and responsibilities

• Works as a competent member of the team
• Willingly providing back-up support for team members when appropriate and actively supporting group goals

• Produces well thought-out, professional correspondence free of grammatical and spelling errors
• Uses high quality, professional written and oral skills to project a positive image of the business
• Speaks with confidence using clear, concise sentences and is easily understood

• Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs