It Administrative Assistant

Profile

IT Administrative Assistant
The candidate will perform a variety of administrative duties in support of the Chief Information Officer (CIO) and up to three Information Technology directors. Work assignments are complex in nature and tact, creativity and initiative are required. Performs a full range of administrative duties for the CIO as well as assigned departmental directors, including calendar management, writing/typing notes and correspondence, completes expense reports, and maintaining confidential records. Quickly develops a deep understanding of the needs, preferences, and priorities of CIO and directors supported. Maintains document library using Firm’s document management system. Prepares requisitions and process invoices using Firm’s procurement system. Assists with the preparation of CIO meetings, includes assisting with agenda preparation, attending to meeting logistics, follow up with directors on assignments and work with the meeting facilitator to finalize the meeting minutes. Reviews, requests, schedules appointments and meetings, conference calls and other department events; informs attendees/participants of function dates and times, reserves meeting space, provides audio/visual and other equipment/materials if required. Creates effective presentations and correspondence, interacting with executives, clients, etc. Acts as a liaison with other departments and vendor/clients, including senior staff including the Executive Director, Chief Financial Officer and Directors of Administration. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy of materials visible to those at the highest levels of the Firm. Handles confidential and non-routine information, keeping the information private and confidential. Coordinates office moves and facility related requests. Assists with domestic and international travel arrangements for the CIO Organization. Maintains IT department org chart(s) and email distribution lists. Greet visitors, answer and direct phone calls, take messages or fields answers for routine and non-routine questions. Compile data for reports and presentations. Assist other administrative assistants to work as a team as workload dictates, especially in phone coverage for the CIO. Willing to coordinate PTO with other admin assistants to ensure coverage. Works independently and within a team on special nonrecurring and ongoing projects.

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