The Executive Assistant will play a pivotal role in supporting our client's IT leadership team, with primary responsibilities in office administration, employee onboarding, and executive calendar management. This position requires a proactive and detail-oriented professional who thrives in a dynamic environment and excels in organization, communication, and collaboration.
Key Responsibilities:
1. Office Administrator
Coordinate team meeting logistics, including booking meeting rooms and setting up necessary equipment.
Manage and maintain office supplies to ensure smooth day-to-day operations.
Organize and oversee IT team lunches, town halls, and annual events, ensuring alignment with organizational goals.
Celebrate festivities and plan team-building activities to promote engagement and camaraderie.
Provide operational and administrative support to the IT leadership team by handling logistics and administrative tasks.
2. Onboarding Representative
Oversee the first-day experience for new employees, ensuring a comprehensive and welcoming onboarding process.
Collaborate with managers to schedule initial meetings (first week) for new hires.
Conduct structured onboarding check-ins (T+0, T+7, T+30, and T+90) to ensure a smooth integration into the team.
Collect and present feedback from new hires to identify and implement continuous improvements in the onboarding experience.
3. CIO Calendar Administrator
Manage and prioritize the CIO's calendar, ensuring efficient scheduling of high-priority meetings.
Coordinate and schedule executive meetings, including preparation of agendas and follow-up actions.
Maintain professionalism and confidentiality in handling executive-level communications.
Proactively anticipate and resolve scheduling conflicts to optimize the CIO's time.
4. Collaboration with Leadership
Hold regular one-on-one meetings with leadership to align on priorities and responsibilities.
Participate in one-on-one meetings with CIO to provide updates and support calendar-related activities.
Qualifications:
Proven experience in executive-level administrative roles or related fields.
Strong organizational and multitasking skills with exceptional attention to detail.
Proficiency in office software tools (e.g., Microsoft Office Suite, scheduling tools).
Excellent communication and interpersonal skills.
Ability to maintain confidentiality and exercise discretion in sensitive matters.
Demonstrated ability to take initiative and work independently with minimal supervision.
Preferred Qualifications:
Experience in employee onboarding processes or HR support.
Familiarity with calendar management tools (e.g., Microsoft Outlook, Google Calendar).
Strong problem-solving skills and adaptability in a fast-paced environment.