Executive Assistant, Information Technology

Description

We are seeking a highly organized, proactive, and experienced IT Executive Assistant to support the Office of the Chief Technology Officer (CTO) and the CTO’s direct reports who together lead the IT Department.  The ideal candidate will have at least 5 years of experience in executive support roles, with a proven ability to multitask in a fast-paced environment.  The IT Executive Assistant is responsible for assisting the technology leadership team Executive(s) with administrative work, organizing meetings/calendars, travel expense management, IT invoice processing, IT budget oversight/management, project/meeting documentation, schedule management, data reporting, special projects, and phone/department coverage.  

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage Executives schedule and coordinate internal and external meetings and appointments.
• Screen visitors, phone calls and physical mail.
• Support and coordinate the creation and ongoing maintenance of IT software, hardware and vendor contracts.
• Coordinate travel and prepare trip itineraries for IT Leadership team.
• Coordinate and support team events, and events with external parties.
• Prepare email communications for various Department related topics.
• Manage and coordinate vacation schedules across the IT Leadership team, ensuring proper backup coverage during absences.  Communicate with relevant team members to delegate responsibilities.
• Manage IT Leadership expense reporting and oversee Bank of America (Pcard) system and upload receipts and coding for the IT Department.
• Coordinate with hotel managers to book room(s) for company guests.
• Interact closely with Office Services regarding in-house business lunches, copying, binding, deliveries, etc.
• Replenish office supplies for executives.
• Make lunch and dinner reservations and pick up lunch on an as needed basis.
• Accommodate post 5:00pm text requests. 
• Prepare agendas/presentations and take meeting notes/minutes as requested.
• Support and coordinate the monthly management of the IT Department budget and assist with change control and variance processing, as necessary. 
• Track departmental spending, ensuring budget adherence, and maintaining detailed spending reports.
• Monthly invoice handling for IT department (e.g., software, hardware, vendors, etc.). Work closely with finance to reconcile invoices and track departmental expenses.
• Collaborate with HR to oversee and manage the onboarding process for new IT department hires, including scheduling and      documentation.
• Attend quarterly Cornerstone Council meetings, draft agenda, record minutes, and handle other administrative tasks for the Council.  Manage the monthly policy compliance calendar and coordinate compliance activities. Coordinate the Cornerstone Council policy revision process.
• Maintain confidentiality of sensitive information and appropriately dispose of confidential information as needed.
• Perform filing and various other general administrative tasks for the IT department.

EDUCATION AND REQUIRED EXPERIENCE:

• High School diploma and 5+ years of related experience. 
• Previous experience as an executive assistant within a technology company and/or technology department would be ideal.
• Technology comfortability and overall strong level of tech savviness is desired.
• Some real estate background is a plus. 
• A combination of business-related coursework and administrative experience can be submitted. 

SKILLS, QUALIFICATIONS, AND OTHER REQUIREMENTS: 

• Ability to read, analyze, and interpret general technical procedures or governmental regulations.
• Ability to write reports and business correspondence. 
• Ability to effectively present information and respond to questions from groups of managers and clients.
• Must be able to understand and confidently and effectively communicate in English to tenants, vendors, clients, and employees.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, or schedule form. 
• Proficient in the use of personal computer and Microsoft applications including Outlook, Word, Excel, Power Point, and Adobe Acrobat. 

PHYSICAL DEMANDS: 

Requires sufficient personal mobility and physical reflexes, to permit the employee to function in a general office environment and accomplish tasks and duties at out