IT Administrative Assistant

WHO WE ARE

Helena Agri-Enterprises, LLC is a leading full-service agronomic solutions provider that's been in business since 1957. Our first location was in West Helena, Arkansas hence the name "Helena". We now have close to 450+ locations nationwide and over 6,000 employees. Our corporate office is located in Collierville, Tennessee, a suburb outside of Memphis. Year after year we rank at the top nationally for volume and sales in our industry. There are many facets to our company including product development, sales, operations, precision technology and manufacturing, just to name a few.

 

ABOUT THE JOB

 

The Information Technology (IT) Administrative Assistant performs general administrative duties to support Helena's IT team.

 

WHAT YOUR DAY WILL LOOK LIKE

 

• Uses Copilot/AI tool to draft, format and organize correspondence, meeting minutes, strategy documents, status reports and other materials for the IT team.
• Employs Copilot/AI tool to summarize and distribute key communications and updates.

• Answers phone calls, takes messages and directs callers to respective voice mailboxes within IT and corporate areas.
• Leverages Copilot/AI tool to maintain Chief Information Officer (CIO)/Director's calendar, schedule meetings, send reminders and coordinate appointments.
• Uses Copilot to organize team meetings, vendor meetings, business plan sessions, workshops and training events, including sending invites and tracking RSVPs.
• Reviews, tracks and codes invoices for accuracy and timely processing.
• Manages IT travel and expense and procurement cards, including reviewing travel expenses and reconciling card transactions.
• Prepares monthly financial statement and analysis highlighting items for further review by department leaders.
• Prepares financial information for reports and assists with yearly budget process.
• Supports IT asset management by updating ServiceNow, tracking tickets, reconciling lease returns and invoice credits and assisting with audits to maintain accurate inventory records.
• Serves as a backup for IT access by granting system access when needed.
• Owns IT license governance using ServiceNow, identifies available software licenses and alerts leadership when thresholds are reached for additional purchases.
• Uses Copilot/AI tool to update project plans, manage project dashboards and generate presentation materials for meetings.
• Organizes and manages Change Advisory Board meetings using ServiceNow.
• Makes travel arrangements as necessary for CIO, leaders and other team members.
• Creates and maintains vacation schedules including a monthly status report for CIO/Director/Managers utilizing spreadsheet software.
• Coordinates training provided by the IT team including scheduling travel and accommodations for trainees, preparing training materials, setting up the training room, arranging for meals and resolving any issues/problems that arise during training sessions.
• Provides excellent customer service to all internal and external customers.
• Other work-related duties as assigned by your leader.
• Regular and reliable attendance is required.
• Follows all company policies and procedures.

 

EDUCATION & EXPERIENCE

 

• High school diploma or equivalent is required.
• Three years of related work experience is required. Two years must be in a corporate environment using collaboration tools, spreadsheets and word processing software is required.
• A fundamental certification with an AI tool like Copilot is preferred.

 

SKILLS & QUALIFICATIONS