Job Title: Administrative Assistant - CIO & IT Department
Overview:
We're looking for a highly organized and detail-oriented Administrative Assistant to support the Chief Information Officer (CIO) and several IT directors. This role involves managing complex administrative tasks with professionalism, tact, and initiative in a dynamic environment.
Key Responsibilities:
Administrative Support: Manage calendars, schedule appointments, organize domestic and international travel, draft correspondence, process expense reports, and maintain confidential records.
Procurement Coordination: Prepare requisitions and process invoices using the firm's procurement system.
Meeting Management: Assist in CIO meetings by preparing agendas, coordinating logistics, gathering data, tracking assignments, and working with facilitators on meeting minutes.
Communication & Liaison: Act as the point of contact for internal and external stakeholders, including senior leadership and vendors/clients.
Document Management: Proofread materials for grammar and layout accuracy and handle final production of high-visibility documents.
Facilities Coordination: Oversee office moves, facility-related requests, and maintain IT department organizational charts and email lists.
Team Collaboration: Provide backup support to other administrative assistants and contribute to team projects as needed.
Qualifications
Required:
High school diploma.
Minimum 5 years of experience providing executive administrative support in a fast-paced environment.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Self-starter with excellent attention to detail and ability to prioritize multiple high-priority tasks.
Exceptional communication and collaboration skills at all organizational levels.
Preferred:
Bachelor's degree.
Experience in IT or supporting an IT department.
Familiarity with document management systems like iManage or Net Documents.
Typing speed of 50 words per minute.
Skills and Attributes:
Strong organizational and analytical skills.
Ability to exercise good judgment and maintain confidentiality.
Demonstrates initiative and thrives under pressure.
Manages multiple projects with competing priorities effectively.
Why Join Us?
This is an excellent opportunity to work closely with high-level executives and a dynamic IT team while contributing to impactful projects. We offer a collaborative work environment, competitive compensation, and opportunities for professional growth.
Take the next step in your career and help drive operational excellence with us!