Administrative Assistant, Information Technology

Overview

Thank you for your interest in working for Long Beach Transit. We are hiring, and all LBT job applications must be submitted online through our career’s website.

 

Long Beach Transit (LBT) is dedicated to connecting communities and moving people…making everyday life better.  Our vision is to be a leading provider of transportation options delivering innovative and high-performing services within a multi-modal network that transforms the social, environmental and economic well-being of the diverse communities we serve.

As an organization we focus our employees on our vision to:

• Consider the customer first in decision making by being of service to others.
• Operate with Integrity-especially when no one is watching.
• Be open to new ideas and Continuous Improvement – seek ways to improve current processes.
• Be Proactive - take personal ownership especially when things go wrong.
• Cultivate the Potential of every employee – we must strengthen LBT through development and training

Under the direction of the Executive Director/Vice President, Information Technology (ED/VP), the Administrative Assistant (AA) provides expert professional assistance and administrative support to the ED/VP in managing the department’s initiatives including planning, priorities, goals, and opportunities.  In addition, the AA is responsible for oversight of assigned daily departmental functions. 

 

The AA is a member of a critical cross-departmental Administrative Coordinating Team (ACT), comprised of executive assistants and administrative professionals, whose mission is to improve efficiency and communication across the organization.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Manages the executive calendar for the IT Director, including scheduling, prioritizing, and coordinating high-level meetings, ensuring alignment with organizational priorities and minimal conflicts.
• Coordinates and supports high-level executive meetings, including agenda development, preparation of materials, documentation of decisions, and follow-up on action items to ensure accountability.
• Leads and coordinates departmental meetings, ensuring that objectives are documented, progress is monitored, and results are tracked and reported consistently.
• Lead and manage assigned projects, from initiation through completion, ensuring alignment with organizational goals.
• Develop project plans, define scope, establish timelines, and monitor progress to ensure milestones are achieved.
• Monitors, analyzes, and reports on project progress using both quantitative and qualitative measures, providing insights to management for decision-making.
• Oversees departmental communications by coordinating meetings, drafting correspondence, and managing follow-up activities to ensure alignment across stakeholders.
• Drafts, reviews, and updates policies, procedures, and departmental manuals, and develops training materials that strengthen compliance and organizational knowledge.
• Facilitates engagement and communication with system users, contractors, and external partners to obtain feedback and ensure service quality.
• Coordinates with IT leadership to manage the IT contract renewal and replacement schedule, ensuring timely review and alignment with organizational needs.
• Reviews, processes, and monitors IT invoices and budget activity, collaborating with the IT Director and Managers to ensure accuracy, accountability, and timely payments.
• Support departmental Key Performance Indicator (KPI) activities, including research, data gathering, validation, and analysis, representing IT on the KPI committee and ensuring the integrity of performance reporting.
• Serves as an active member of the cross-departmental Administrative Coordinating Team (ACT), supporting organizational initiatives, collaboration, and consistent administrative excellence across departments.
• Builds and maintains effective working relationships with internal leadership, staff, and external agencies to advance departmental initiatives and organizational priorities.
• Ensures compliance with all company safety regulations, policies, and procedures, and actively participates in required safety training and reporting.
• Other duties as assigned

Qualifications

ATTRIBUTES AND SKILL SETS:

• Ability to manage multiple projects and priorities simultaneously while maintaining accuracy, attention to detail, and meeting deadlines.
• Strong initiative and problem-solving skills, with a proactive approach to anticipating needs and resolving challenges. 
• Collaborative mindset, skilled at sharing ideas, building consensus, and solv