Executive Administrative Analyst

Responsibilities

 

Primary Duties, Responsibilities or Activities Required by Job

Executive Support & Communication Management:

•  Manage complex calendars on behalf of the VP and senior IT leadership, including scheduling meetings, coordinating travel, and handling meeting logistics.
•  Draft, edit, and manage communications on behalf of the VP and senior IT leadership, including email correspondence, presentations, and internal memos.

 

Budget & Financial Tracking:

•  Monitor and track departmental budgets, invoices, and expenditures.
•  Assist in financial forecasting, reconciliation, and preparation of financial reports.

 

Data Analysis & Reporting:

•  Collect, analyze, and interpret data to support departmental decision-making.
•  Prepare regular and ad hoc reports, dashboards, and data visualizations.

 

Operational Analysis & Improvement:

•  Evaluate departmental workflows and propose improvements to increase efficiency and effectiveness.
•  Implement administrative process enhancements and track outcomes.

 

Project Coordination:

•  Support planning, execution, and monitoring of departmental and cross-functional projects.
•  Track milestones, prepare updates, and coordinate team contributions as required.

 

Support organizational quality efforts by accepting responsibility for:

•  Reporting any problems relating to the product, process and quality system.
•  Participating in the implementation of solutions to problems. 

 

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Other Secondary Functions

             

•  Serve as a liaison between the Enterprise IT office and other departments or external partners.
•  Assist with IT department meeting coordination, including preparation of agendas, minutes, and follow-ups.
•  Maintain departmental records and ensure document compliance with institutional policies.
•  Participate in special initiatives or task forces as assigned.
•  Perform other duties as assigned in alignment with organizational needs.

Qualifications

Education:

Bachelor’s degree in business administration, Public Administration, Information Systems, or a related field.

 

Related Experience:

Minimum of three (3) years of progressively responsible experience in administrative analysis, operations, or related work.

Overview

The Executive Administrative Analyst provides high-level, professional administrative and operational support to the Vice President of Enterprise IT and senior IT leadership. This role combines advanced administrative functions with data analysis, operational process improvement, and project coordination. The position serves as a key liaison between senior IT leadership and internal and external stakeholders, ensuring the smooth operation of department activities through proactive communication management, budget tracking, data reporting, and strategic coordination. The Executive Administrative Analyst exercises independent judgment and discretion in managing sensitive information, prioritizing tasks, and solving complex administrative and operational challenges.