Administrative Assistant-IT

Title: Administrative Assistant - Technology Department

Reports To: Chief Information Officer (CIO)

Job Overview: The Administrative Assistant will provide comprehensive support to the CIO and Technology Team members, ensuring efficient operation of the technology department. This role requires exceptional time management skills, a proactive approach, and the ability to handle confidential information with discretion.

Responsibilities and Duties:

• Schedule Management: Organize and prioritize the technology team lead's calendar, ensuring efficient allocation of their time. Arrange meetings, appointments, and travel itineraries.
• Communication Coordination: Serve as the first point of contact for the team, managing correspondence, and filtering communications to streamline the flow of information.
• Financial Documentation: Accurately process financial documents, including invoices, expense reports, and budget sheets. Ensure timely payments and financial compliance.
• Inventory Oversight: Keep a detailed inventory of technology assets, manage leasing agreements, and ensure the availability of necessary equipment and supplies.
• Contract Management: Monitor contract timelines, renewals, and service agreements. Ensure that all contractual obligations are met and documented.
• Vendor Relations: Build and maintain relationships with vendors and service providers. Negotiate terms, resolve issues, and coordinate deliveries and services.
• Project Support: Assist in project management by tracking progress, coordinating resources, and communicating updates to relevant stakeholders.
• Administrative Tasks: Perform a variety of administrative tasks including filing, photocopying, and preparing presentations and reports.
• Confidentiality: Handle sensitive information with the utmost discretion, maintaining confidentiality across all aspects of the role.

Qualifications:

• Proven experience as an administrative assistant or similar role, preferably within a technology or IT department.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite and familiarity with accounting software.
• Ability to handle confidential information with integrity and discretion.

Working Conditions: Office environment with standard working hours. May require occasional overtime during peak project periods.

• Retirement 401k plan
• Paid Time Off (PTO)
• Medical, Dental, Vision, Life and Disability Insurances (available date of hire)
• Wellness program
• Paid parking