Executive Assistant

Position Summary

The Administrative Assistant role has been created to provide administrative, operational, coordination, and communications support primarily to the CITO and her IT leadership team and to the broader IT organization to help ensure effective execution of business priorities.

Responsibilities

• Executive Scheduling Support: Work directly with the CITO to proactively manage her calendar, priorities, and scheduling requirements to maximize leadership effectiveness and align with strategic objectives.
• Administrative: Assist the team with meetings, workshops, strategic planning sessions, and other leadership group meetings and offsites. This includes coordinating agendas, pre-read materials, decision documentation, follow-up activities, and arranging catering for leadership workshops, meetings, and other project meetings as needed. Act as a point of contact for visitors and workshop attendees.
• Logistics Support: Assist the ITLT in arranging travel, accommodations, and expense reporting (if needed) afterward. Act as a point of contact to assist in resolving any issues that arise during travel.
• Communication: Support the CITO and ITLT in preparing, coordinating, formatting, and distributing communications, project updates, organizational announcements, presentations, and leadership messaging.
• Stakeholder Engagement: Build and maintain productive working relationships with executive assistants, leadership teams, business stakeholders, and external partners to facilitate effective communication and collaboration.
• Operational Coordination: Provide operational support for the CITO and IT Leadership Team by coordinating activities across IT, Finance, Procurement, HR, Supply Chain, and other business functions. Track and follow up on requests, deliverables, and administrative activities to help ensure timely completion of leadership priorities.
• Reporting: Support the CITO in generating management reports and assist in preparing presentations for leadership and project sponsors.
• Leadership Priorities & Documentation: Work with the ITLT to monitor and track leadership priorities and key deliverables, supporting timely execution and visibility into organizational commitments. Organize, maintain, and update related documentation (e.g., meeting minutes, agendas, action item logs, deliverables, key follow-up items, decision records, and status reports) in Microsoft Teams, SharePoint, project management systems, shared drives, or other enterprise systems.
• Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times. Support the CITO with other administrative tasks as needed on a daily basis.

Reporting Relationship

Reports to the VP & Chief Information Technology Officer (CITO). This position has NO supervisory responsibilities.

Schedule & Location

This is a permanent position. The role will be hybrid, with the expectation that for now, the person must come to the office on Tuesdays and Wednesdays. Remote working permitted initially on Mondays, Thursdays, and Fridays. In the future, this role may be required to work from the office all five days of the week.

Required Qualifications

• High School Diploma
• Administrative Assistant experience (preferably supporting an IT team)
• Proficiency in Microsoft Office (Word, Excel, and advanced PowerPoint skills)
• Experience with standard email and internet systems
• Must be able to maintain confidentiality with sensitive information
• Excellent oral and written communication skills
• Excellent telephone skills
• Evidence of strong organizational skills

Desired Qualifications

• Associates Degree preferred
• Experience working for senior level managers (Director and above)
• Experience in related industry
• Three years of project support and planning/scheduling experience
• PeopleSoft and Visio experience (but not required)
• Working knowledge of document control systems and project design
• Experience working with ERP and Copilot (but not required)

Knowledge, Skills, and Abilities

• Ability to effectively manage time and establish priorities
• Build relationships with people whose assistance, cooperation, and support may be needed
• Provide/develop appropriate documentation to track progress of team initiatives
• Anticipate and prepare for upcoming events ensuring adequate resources are available
• Ability to be engaging and welcoming to visitors with a professional demeanor
• Ability to author meeting minutes, reports, business correspondence and procedures as directed
• Must be able to communicate effectively and professionally by email and verbally
• Must foster and adhere to a professional and respectful culture
• Must be able to work under stress and be accepting of an environment that is changing and maturing

Working Conditions

This position is considered OFFICE WORK which is characterized as follows: Almost exclusively indoors during the day and occasionally at night; occasional exposure to airborne dust in the work place; work surface is stable (flat).

Physical Activity/Requirements

This position is considered LIGHT work. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Occasional: Lift up to 20 pounds; climbing, stooping, kneeling, squatting, and reaching
• Frequent: Lift up to 10 pounds; standing; repetitive movements of arms and hands
• Constant: Sit with back supported