IT Administrative Assistant

Description

POSITION SUMMARY:

The IT administrative assistant provides administrative support to the Information technology department, managing tasks like hardware and software inventory, scheduling maintenance, coordinating IT-related projects, assisting with user support, maintaining documentation, and ensuring smooth operation of office technology while also performing general administrative duties like managing calendars, handling communications, and ordering supplies.

ESSENTIAL FUNCTIONS:

• Calendar management: Scheduling IT staff meetings, appointments, and training sessions. 
• Communication management: Answering IT-related inquiries from employees, routing issues to the appropriate technicians, and providing basic troubleshooting guidance. 
• Equipment management: Tracking hardware inventory, coordinating repairs and replacements, and managing software licenses. 
• Procurement: Ordering IT supplies, software updates, and hardware as needed. 
• Expense reporting: Processing IT-related invoices and expense reports. 
• Documentation: Maintaining IT policies and procedures, creating user guides, and updating internal knowledge base 
• Project support: Assisting with IT projects by managing timelines, gathering information, and coordinating with stakeholders 
• Travel arrangements: Booking travel for IT staff attending conferences or training 
• Meeting coordination: Setting up conference rooms, preparing meeting agendas, and taking minutes.
• ISP Account Management: Setting up new accounts, maintaining current accounts, and making sure current ISP speeds are relevant to organization standards.
• Other Duties As Assigned.

KNOWLEDGE, SKILLS AND ABILITIES - GENERAL PERFORMANCE:

• Strong organizational and time management skills
• Excellent communication skills, both verbal and written
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Basic understanding of IT terminology and concepts
• Ability to prioritize tasks and handle multiple projects simultaneously
• Attention to detail and accuracy 

Requirements

EDUCATION AND EXPERIENCE REQUIRED:

• Minimum of five years of administrative experience supporting a senior manager/director or other sufficient job-related experience in the IT industry
• Administrative/office certificate or post-high school coursework in business capability to exercise independent judgment and decision-making while maintaining high attention to detail
• Ability to interact with all staff across the organization
• Ability to multi-task and prioritize various responsibilities on a daily basis

PHYSICAL AND MENTAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.  
• Must be able to access and navigate each department at the organization’s facilities. 
• The mental work demands regular attendance, working well with others, verbal contact with others, noise and occasional travel by conventional means including motor vehicle and the like within Prospera’s region and other locations as required.

EEO STATEMENT:

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.