Executive Assistant to the CIO

Executive Assistant to the CIO

The CIO Office supports the Chief Information Officer (CIO) in the effective leadership and management of the Technology function. The team acts as a central coordination point for executive operations, stakeholder engagement, communications, governance activities, and administrative support, ensuring the CIO is able to operate efficiently and focus on strategic priorities. The office works closely with Technology leadership, business stakeholders, and support functions to facilitate smooth day-to-day operations, effective decision-making, and the successful execution of key initiatives across the Technology division.

The primary purpose of the Executive Assistant (EA) role is to provide comprehensive, confidential, and professional support to the Chief Information Officer (CIO) and the IT Executive Committee (IT ExCo). The role acts as a trusted partner to senior leadership, ensuring the smooth and efficient management of executive priorities, calendars, meetings, communications, travel, and key administrative activities.

What you’ll be doing

General EA duties include, but are not limited to, the following.

Diary management and support to CIO for meeting preparation

• Extensive diary management and appointment prioritisation through effective use of Microsoft Outlook and Microsoft Teams.
• Keeping on top of complex and constantly changing scheduling of meetings, anticipating scheduling problems and dealing with them promptly and efficiently.
• Having a thorough understanding of the upcoming calendar of events and the ability to prioritise accordingly.
• Ensuring the CIO is appropriately prepared for all meetings in a timely manner, including preparation and distribution of the relevant paperwork, booking rooms, venues and catering as well as ensuring the required technology is correctly set up.
• Having a thorough understanding of the purpose of the meetings hosted or attended by the CIO, of the attendees, and the materials required for the meetings.
• Coordinating recurring meetings including room scheduling, function/event arrangements, meeting pack compilation and distribution, minute taking (where necessary).

Written communication

• Sending concise, administrative emails on behalf of the CIO to internal and external stakeholders using professional language.

Travel support

• Organising travel for the CIO (domestic and international) including car and hotel bookings, appropriate visas, preparation of travel itineraries, contingency planning and travel security.
• Submitting CIO’s expenses in a timely fashion and ensuring they are within company policy.
• Ensuring that CIO has submitted the appropriate edays requests.

Stakeholder management / relationship building

• Receiving requests from internal and external stakeholders for meetings and other requirements from the CIO and using judgement to manage these requests and requirements professionally.
• Developing and maintaining relationships with other executive assistants and teams across the Bank, both locally and internationally.
• Acting as cover / back-up to other executive assistants where necessary (and vice versa).
• Arranging appropriate holiday cover.

General administration tasks

• Receiving and screening telephone calls using independent judgment to determine those that require priority attention.
• Manage the Technology distribution lists, ensuring they are maintained accurately in line with staff movements.
• General day-to-day administration including photocopying, printing, post, ordering stationery and business cards.
• Raising purchase orders ensuring that all appropriate documentation is signed before submitting for approval.
• Onboarding of new joiners including registration through Signature forms, arranging desk, access pass and providing first point of contact.
• Managing seating and coordinating all desk moves/changes for the CIO & IT Exco team including the accommodation of new starters or contractors and forward planning of future seating requirements.
• Adhoc work as required

What you’ll need to be successful

We’re looking for the following skills and experience. If you don’t have all of these but think you could be a good fit for the role, get in touch.

• Previous experience of working in financial services, preferably a bank.
• Previous experience of providing direct support to senior executives and leaders, preferably C-suite.
• Knowledge of the IT function, their remit and h…