Location: Nasr CityFull-time - OnsiteJob SummaryThe Administrative Assistant – IT Department & CIO Project Management Support is responsible for providing administrative, organizational, documentation, and coordination support to the IT Department while also assisting the CIO in project follow-up, reporting, communication, and governance activities.This role ensures that IT administrative operations run smoothly, project documentation is maintained properly, action items are tracked, and management reports, meeting records, procurement follow-ups, and departmental coordination tasks are completed in an accurate and timely manner. The position plays a key support role in improving efficiency, visibility, and control across IT operations, projects, and strategic initiatives.Key Responsibilities:1- IT Department Administrative Support:• Provide daily administrative support to the IT Department and its leadership.• Manage schedules, appointments, internal meeting arrangements, and coordination for the IT team.• Prepare official correspondence, memos, internal emails, letters, and administrative documents related to IT activities.• Organize and maintain IT department files, records, forms, approvals, and administrative documentation.• Ensure proper filing, version control, and retrieval of IT-related records and documents.2- CIO Project Management Support:• Assist the CIO in coordinating ongoing IT projects, strategic initiatives, and departmental action plans. • Maintain project trackers, action logs, follow-up registers, and status updates for CIO review. • Track project milestones, deadlines, dependencies, pending approvals, and outstanding tasks. • Follow up with internal teams, vendors, and relevant stakeholders on open actions and deliverables. • Support preparation of project summaries, progress reports, dashboards, and executivelevel updates.• Help consolidate updates from technical teams into structured reports for management review. 3- Meetings, Committees & Coordination :• Schedule meetings for the CIO, IT management, project teams, and relevant committees.• Prepare meeting agendas, record minutes of meetings, and maintain decision and action logs.• Track meeting actions and follow up with assigned owners to ensure closure within target timelines.• Support coordination for IT Steering Committee, cybersecurity-related meetings, project reviews, and management discussions as required.• Ensure meeting records are properly documented and retained for future reference and audit purposes. 4- Documentation & Reporting:• Prepare and format monthly reports, departmental updates, presentations, summaries,and other management documents.• Maintain department trackers related to projects, risks, issues, incidents, procurements, contracts, renewals, and administrative actions.• Assist in compiling management-level dashboards and KPI follow-up reports.• Ensure all reports and records are professionally formatted, accurate, and submitted on time.• Support document preparation for internal review, audits, and executive presentations. 5- Procurement & Vendor Administrative Coordination:• Support the IT department in administrative follow-up related to quotations, purchase requests, approvals, contracts, and renewals.• Maintain records of software subscriptions, maintenance contracts, licenses, warranties, and support agreements.• Coordinate with procurement, finance, and vendors to follow up on documentation, approvals, and delivery status. • Track pending procurement items and assist in ensuring all supporting documents are complete and properly filed. 6- Asset, Access & Department Control Support:• Support maintenance of IT administrative records related to asset issuance, return forms, handover forms, and equipment registers.• Assist in onboarding and offboarding coordination from an administrative perspective, including documentation and internal follow-up.• Coordinate with HR and other departments for required forms, acknowledgements, and supporting records related to IT resources.• Help maintain organized records of licenses, certificates, warranties, and departmentcontrolled documentation.7- Governance, Audit & Compliance Support:• Assist in compiling documentation and evidence required for audits, assessments, compliance reviews, and management reviews.• Maintain action logs for audit findings, document changes, approvals, and closure follow-ups.• Support the CIO and IT management in preparing structured documentation for governance and strategic review purposes.• Ensure records, reports, and supporting documents are kept in an organized and accessible manner for review by management or auditors. Qualifications:- Diploma or Bachelor’s degree in Business Administration, Office Management, Project Coordination, Information Technology, or a related field.- 2–5 years of experience in administrative support, executive assistance, project coordination, or departmental support.- Experience supporting senior management or department heads is preferred.- Experience in an IT or technical environment is an advantage. - Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).- Good experience in preparing reports, trackers, presentations, and meeting documentation.- Strong document formatting, filing, and record control skills.- Ability to manage multiple logs, spreadsheets, and follow-up registers accurately.- Basic understanding of IT terminology, project coordination, and departmental workflows is preferred. If you're interested send your CV via e-mail with " Administrative Assistant (IT & CIO) " in the subject to: cv@linrco.com