Executive Assistant, IT

About the role

The Executive Assistant - IT provides high-level administrative and professional support to the Chief Information Technology Officer (CITO) and Vice Presidents (VPs) of the Information Technology department. This role leverages AI-driven tools and emerging technologies to enhance operational efficiency and models these benefits for the broader administrative teams.

Responsibilities

• Manages and coordinates the CITO’s and VP’s calendars, supports the arrangement of meetings, and prepares meeting summaries as needed or directed.
• Aids in the end-to-end procurement process for IT services by overseeing the processing of all IT contracts and invoices, serving as the liaison between IT, Accounts Payable, and Contract Administration to ensure accuracy, timeliness, and timely payment.
• Plans and coordinates all team meetings and events, including All Team meetings, offsites, and special events.
• Captures and coordinates travel arrangements for IT executives and reviews and reconciles all executive expense reports.
• Interacts with all levels within the organization, including the CEO, BC, General Managers, senior executives, and department heads, Tribal Citizens, and professional and support staff as needed.
• Follows up with management on pending information or requests, maintaining accurate tracking of all outstanding items to ensure timely resolution.
• Maintains associates' confidence and protects operations by keeping information confidential.
• Performs other duties as assigned to support the efficient operation of the department.

Qualifications

• Associate’s degree in Business Administration required. Bachelor’s degree in Business Administration preferred.
• Minimum of five years progressive administrative support experience supporting Director-level or C-Suite in an IT environment required. An executive’s environment preferred.
• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

KSA

• Establishes a high level of trust and credibility in the organization.
• Exercises good judgment and discretion, analyzing and resolving confidential, difficult, and sensitive situations with grace, diplomacy, and tact.
• Proactive and resourceful; works autonomously.
• Preserved and professional demeanor in person, online, and via phone with exceptional verbal and written communication skills, including strong spelling and grammatical skills.
• Highly organized with strong strategic prioritization, planning, and time management skills, including the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Mastery of Microsoft Office Suite required (Outlook, Excel, Word, PowerPoint, Visio).
• Adaptable to the varied schedule and changing priorities of the CITO’s office.

Knowledge, Skills And Abilities (KSAs)

• Ability to establish a high level of trust and credibility in the organization.
• Proven ability to exercise good judgment and discretion, analyzing and resolving confidential, difficult and sensitive situations with grace, diplomacy and tact.
• Proactive and resourceful; Ability to work autonomously.
• Polished and professional demeanor in person, online and via phone with exceptional verbal and written communication skills, including strong spelling and grammatical skills.
• Highly organized with strong strategic prioritization, planning and time management skills including ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround is essential.
• Strong computer skills with proven mastery of Microsoft Office Suite required (Outlook, Excel, Word, PowerPoint, Visio).
• Must be adaptable to the varied schedule and changing priorities of the CITO’s office.

Licenses, Certifications And Registrations

At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license. Driving Responsibilities: Role requires regular commuting between locations. A valid driver's license and vehicle insurance with minimum liability limits is required. Role will not operate or drive Tribe-owned vehicles or patron vehicles.

Physical Requirements/Working Conditions

• Primary work environment is in a climate-controlled office setting.
• Work requires travel to attend meetings, trade shows, and conferences.
• Incumbents may be required to work evening, weekend and holiday shifts.
• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.
• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.
• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.
• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.
• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.
• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.
• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.
• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable Accommodation

Reasonable accommodation will be made in compliance with all applicable law.

Company Information

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth, and well-being of its employees. Join our team today!