IT Administrative Assistant

We are looking for a highly organized and detail-oriented Administrative Assistant to support our IT Department's leadership team. Reporting directly to the Chief Information Officer (CIO), the Administrative Assistant will play a crucial role in ensuring the smooth operation of the department by providing high-level administrative support, managing IT procurement activities, and facilitating communication across the organization.

The ideal candidate is a proactive problem-solver with exceptional communication skills, capable of juggling multiple priorities and maintaining a high level of confidentiality. This role is suited for someone who thrives in a fast-paced, technology-driven environment and is passionate about supporting the success of the IT function within the company.

Essential Duties and Responsibilities

• Administrative Support: Provide comprehensive administrative support to the IT leadership team, including managing calendars, scheduling meetings, preparing documents and reports, and handling correspondence.
• Procurement Support: Assist with IT procurement processes, including vendor management, purchase order processing, and inventory tracking, ensuring all purchases align with departmental budgets and requirements.
• Meeting Coordination: Plan, coordinate, and facilitate meetings for the IT department, ensuring agendas are prepared, minutes are recorded, and follow-up actions are tracked.
• Communication Liaison: Serve as a central point of contact between the IT department and other departments, facilitating effective communication and ensuring timely responses to inquiries and requests.
• Project Management: Assist with the coordination and management of IT projects, tracking milestones, managing documentation, and ensuring deadlines are met.
• Documentation and Reporting: Prepare, edit, and distribute reports, presentations, and other documentation as needed, ensuring accuracy and adherence to company standards.
• Office Management: Oversee the day-to-day operations of the IT department's office, ensuring a well-organized and efficient work environment.
• Special Projects: Assist with special projects as assigned by the IT leadership, bringing a proactive and results-driven approach to each task.

Education and/or Work Experience Requirements

• Bachelor's degree in business administration, Information Technology, or a related field is preferred.
• Minimum of 2-4 years of experience in an executive assistant role, ideally within an IT or technical environment.
• Proven experience in managing IT procurement, including vendor management.
• Exceptional organizational and time management skills, with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with IT tools and systems.
• High level of discretion and confidentiality.
• Strong problem-solving abilities and a proactive approach to work.

Physical Requirements/Work Environment

Work is performed in an office environment and in the field. Must be able to sit, stand, bend, twist and lift up to 20 pounds.